Position: CONVEYANCING ASSISTANT (QUEENSLAND CONVEYANCING)

Salary range: Php 80,000-100,000/month (The final amount will be at the the client discretion basing on the candidate’s skills and experience.)

Working Hours: Australia Business Hours (Monday–Friday)

Work set-up: 100% Remote work under Independent Contractor Agreement

Holidays: TBD

Recruitment process: possible multiple client interviews and an assessment

About the Company & Opportunity

We are a well-established Australian property law and conveyancing firm dedicated to delivering seamless residential and commercial property transactions across Queensland. Our team is committed to providing exceptional client service through clear communication, attention to detail, and efficient settlement processes. As we continue to grow, we are looking for an experienced Conveyancing Assistant to support our conveyancing team in managing property transactions from file opening through settlement and post-settlement administration. This role is ideal for someone who enjoys working in a fast-paced legal environment, thrives on organisation and accuracy, and takes pride in delivering a smooth experience for clients throughout their property journey. If you have proven Queensland conveyancing experience and enjoy collaborating with clients and industry professionals, this is an excellent opportunity to join a supportive and professional team.

Key Responsibilities

Conveyancing Administration

• Assist with residential and commercial conveyancing matters from file opening through settlement.
• Prepare legal correspondence, transfer documents, settlement documentation, and related paperwork.
• Open and maintain electronic files and ensure accurate record keeping.
• Monitor key dates, settlement timelines, and contractual milestones.
• Maintain organised and up-to-date file notes.

Settlement Coordination

• Prepare settlement statements and supporting documentation.
• Create and manage PEXA workspaces.
• Coordinate settlements with solicitors, lenders, mortgage brokers, real estate agents, and government authorities.
• Review settlement figures and documentation prior to settlement.
• Complete post-settlement administration, lodgements, and client correspondence.

Client & Stakeholder Communication

• Serve as a key contact for clients throughout the conveyancing process.
• Provide timely progress updates and respond professionally to enquiries.
• Liaise with lenders, brokers, solicitors, and real estate agents to facilitate smooth transactions.
• Follow up outstanding searches, finance requirements, and settlement conditions.

Compliance & Risk Management

• Ensure compliance with Queensland conveyancing legislation and internal procedures.
• Complete AML/CTF and client identity verification requirements.
• Assist in maintaining compliance with industry standards and firm policies.
• Identify potential issues that may impact settlement and escalate where appropriate.

Day-to-Day Responsibilities

• Opening new conveyancing files
• Monitoring settlement timelines and important dates
• Preparing transfer and settlement documents
• Managing PEXA workspaces
• Preparing settlement statements
• Coordinating with lenders regarding finance and discharge authorities
• Liaising with clients, brokers, solicitors, and real estate agents
• Following up searches, requisitions, and outstanding documentation
• Completing AML and identity verification requirements
• Maintaining accurate electronic file records
• Responding to client emails and telephone enquiries
• Completing post-settlement administration

Requirements

Essential

• Proven Queensland (QLD) conveyancing experience
• Experience supporting residential and/or commercial conveyancing transactions
• Strong knowledge of Queensland conveyancing legislation and processes
• Experience using PEXA
• Experience using LEAP Legal Software
• Experience using InfoTrack
• Knowledge of AML/CTF compliance and identity verification procedures
• Excellent written and verbal communication skills
• Strong organisational and time management abilities
• High attention to detail and accuracy
• Ability to manage multiple files and competing priorities
• Strong problem-solving and stakeholder management skills

Preferred

• Experience working within an Australian conveyancing or property law firm
• Experience supporting a high-volume conveyancing practice
• Exposure to trust accounting processes

Preferred Software & Tools

• LEAP Legal Software
• PEXA
• InfoTrack
• Microsoft Office Suite
• Microsoft Outlook
• Adobe Acrobat