Conveyancing Secretary

Job description

CONVEYANCING SECRETARY – TRANSFERS, BONDS, CANCELLATIONS & TOWNSHIP DEVELOPMENTS An exciting opportunity has become available within the Real Estate Department in the Windhoek office for an experienced Conveyancing Secretary. We are seeking a proactive, detail-oriented, and highly organised professional to provide end-to-end conveyancing and administrative support across transfers, bonds, cancellations, and township development matters. The successful candidate will be capable of managing high-volume transactions efficiently, ensuring compliance with regulatory requirements, and working both independently and collaboratively within a fast-paced legal environment. Qualifications and Experience • Grade 12 (Matric) is essential. • A relevant paralegal, secretarial, or conveyancing qualification will be advantageous. • Minimum 5–7 years’ experience in a similar environment, including: o Residential and commercial property transfers o Sectional title schemes and township registrations o Mortgage bonds and cancellations • Proficiency in LegalPerfect, E4, AJS, and Microsoft Office Suite (Word, Excel). Key Responsibilities Conveyancing and Legal Support • Accurately review and action instructions from banks, clients, and other stakeholders, ensuring full compliance with loan conditions and transaction requirements. • Draft, prepare, and manage: o Bond documents o Transfer documents (including sectional, conventional, and deceased estate transfers) o Township establishment and subdivision documentation o Notarial deeds, powers of attorney, and related instruments • Coordinate client consultations and arrange for execution of documents in a timely manner. • Ensure all FICA and regulatory compliance requirements are satisfied, verified, and properly recorded. • Facilitate and track the lodgement and registration process, proactively resolving delays and reporting progress. • Maintain accurate document control, audit trails, and version management for all legal documentation. Administrative and Financial Management • Open, maintain, and close files in accordance with firm procedures and compliance standards. • Monitor outstanding requirements and proactively follow up with clients, banks, and third parties to ensure timely progression of matters. • Manage correspondence, queries, and reporting, ensuring clear, professional, and timely communication. • Process billing, invoicing, and reconciliations, ensuring accuracy and adherence to internal financial controls. • Update and maintain records on internal systems to ensure data accuracy, transparency, and real-time reporting. Operational Excellence, Risk & Compliance • Ensure strict adherence to FICA, data protection, and all applicable legal and regulatory requirements. • Utilise internal systems effectively to track transaction milestones, deadlines, and deliverables. • Identify, escalate, and assist in resolving risks, delays, or compliance concerns in a timely manner. • Support standardisation of processes, use of templates, and workflow efficiencies to improve turnaround times. • Contribute to maintaining strong internal controls and segregation of duties, particularly in financial processes. Skills and Competencies • Strong attention to detail and accuracy, with a commitment to high-quality work. • Excellent organisational and time management skills, with the ability to meet strict deadlines. • Effective communication and interpersonal skills in dealing with clients and stakeholders. • Sound understanding of basic accounting principles relevant to conveyancing transactions. • Ability to work independently while managing risk and collaborate effectively within a team. • Demonstrated initiative, accountability, and problem-solving ability in managing transactions end-to-end.