Paralegal/Conveyancing Assistant

Position Title: Paralegal/Conveyancing Assistant

Schedule: Monday – Friday, 9:00 am - 5:30 pm VIC, AU Time or 7:00 AM – 3:30 PM PH Time

Holiday to follow: VIC, AU Holidays

Workdays: Mon - Fri

Work Set-up: Work From Home or office.

Work Details: Full-time

Job Overview

Our Victorian based client is seeking a highly organised, proactive, and detail-oriented Paralegal/ Conveyancing Assistant to become an integral part of their growing team.

This role is far more than a traditional administrative position. The successful candidate will take ownership of the operational management of the Principal Solicitor's files from instruction through to settlement, allowing the Principal Solicitor to focus on legal advice, negotiations, client relationships, and business growth.

The ideal candidate will have experience working within an Australian conveyancing practice, possess strong knowledge of Victorian conveyancing processes, and be highly proficient in LEAP Legal Software, PEXA, and related property systems. Exceptional attention to detail, excellent written and verbal English communication skills, initiative, and a genuine commitment to client service are essential.

Key Responsibilities

File Management

· Manage conveyancing files from instruction through to settlement.

· Monitor all contractual dates, including finance, building inspection, and settlement deadlines.

· Ensure every file progresses proactively and that no critical deadlines are missed.

· Liaise professionally with clients, estate agents, lenders, mortgage brokers, and government authorities.

· Escalate legal issues promptly to the Principal Solicitor.

LEAP & Matter Management

· Open and establish new matters in LEAP Legal Software.

· Conduct conflict checks and creates electronic file structures.

· Prepare Client Authorisations, welcome correspondence, and initial client documentation.

· Request and verify 100 points of identification.

· Maintain accurate file notes, correspondence, and diary entries.

· Ensure all contractual dates and follow-up tasks are correctly recorded.

PEXA & Settlement Preparation

· Open and manage PEXA Workspaces.

· Prepare Transfer of Land documents.

· Prepare Duties Online (SRO) transactions.

· Prepare Digital Duties Forms.

· Prepare settlement statements.

· Prepare ATO Clearance Certificate applications.

· Assist with settlement preparation and post-settlement documentation.

Client Communication

· Provide exceptional communication throughout every transaction.

· Respond promptly to client enquiries.

· Prepare professional correspondence and emails for solicitor review where required.

· Keep clients informed throughout the conveyancing process.

· Deliver a consistently high standard of client service and support.

Practice Support

· Follow up outstanding matters with banks, brokers, councils, water authorities, and estate agents.

· Maintain task lists and diary systems.

· Assist with document production and file management.

· Support the continuous improvement of internal systems and workflows.

Skills & Qualifications

· Minimum of 2 years experience working within an Australian conveyancing or property law practice.

· Previous experience managing Victorian conveyancing matters is highly regarded.

· Strong working knowledge of LEAP Legal Software.

· Experience using PEXA for electronic settlements.

· Experience preparing Transfer of Land documents, Duties Online (SRO) transactions, and settlement statements.

· Excellent written and verbal English communication skills.

· Exceptional organisational skills and attention to detail.

· Ability to prioritise multiple files while meeting strict contractual deadlines.

· Strong initiative with the ability to work independently.

· A genuine commitment to delivering exceptional client service.

Perks & Benefits:

· Company-provided desktop/laptop with back-up internet.

· HMO from day one.

· 15 Vacation + 5 Sick Leaves.

· Annual performance reviews.

· Employee loan facilities.

· Fun company events with prizes and recognition.

Join Us & Earn a ₱10,000 Sign-On Bonus!

• In addition to competitive compensation and career growth opportunities, new hires may qualify for a ₱10,000 sign-on bonus after meeting employment requirements.