Conveyancer Admin

Will provide administrative assistance to the Australian Conveyancing Team during the Pre-Contract and Pre-Exchange stages of residential property transactions.

This position ensures that property documents, searches, and contract packs are accurately prepared and organised in line with Australian conveyancing procedures. The role is administrative and non-legal, supporting operational efficiency, compliance, and accuracy under direct supervision.

Key Responsibilities

File Opening & Preliminary Administration

• Create new matter in LEAP / Smokeball / Actionsteps / Practice Management System
• Populate matter details from referral or instruction form (property address, client names, agent, broker).
• Assign correct matter type and responsible conveyancer.
• Upload engagement letter and cost disclosure template (no sending to client).
• Generate and upload file checklists, stage task lists, and timeline tracker.

Verification & Documentation Support

• Run title searches, plans, and property certificates (using InfoTrack/Smokeball/LEAP integrations).
• Download and label supporting documents (e.g., sewer diagram, zoning certificate, land tax certificate, water rates).
• File all searches and certificates to matter in correct naming convention.
• Cross-check property details across documents (lot/plan, address, title reference).
• Flag discrepancies to supervising conveyancer (no interpretation).

Contract Compilation (Vendor Files)

• Compile the Contract of Sale pack once documents received. (Title Search, Plan, Dealings, Sewer/Water
• Diagram, Zoning Certificate, Prescribed Disclosure Documents
• Insert placeholders for special conditions if instructed.
• Save as Draft Contract Pack for conveyancer review.
• Upload Section 32 (VIC) / Form 1 (SA) / Seller Disclosure (QLD) data as received.

Document Management

• Index and rename incoming correspondence from agents, lenders, councils.
• Ensure all required documents are tagged to the matter stage.
• Archive superseded drafts (maintain version control).
• Ensure secure document storage compliance per Lendi Group policy.

Task Monitoring & Data Entry

• Enter critical dates (cooling-off, finance due, inspection) in workflow system.
• Maintain progress trackers and update task status daily.
• Notify supervising conveyancer (via Teams or internal CRM note) when key documents have been uploaded or tasks completed.

Pre-Exchange Readiness Checks

• Prepare and run internal pre-exchange checklist.
• Ensure all pre-contract searches and documents are in file.
• Verify that execution versions of contracts are available.
• Generate internal pre-exchange summary sheet (no client communication).