Conveyancing Secretary

One role will focus on handling residential and commercial bonds, while the other will specialise in bond cancellations.

Were seeking an experienced Conveyancing Secretary to run end-to-end residential and commercial bond matters on bank panels for Nedbank, Standard Bank, FNB/RMB, and ABSA. The role requires confident stakeholder communication across banks, clients, and deeds offices.

Key Responsibilities

• Open, manage, and drive bond files from instruction to registration and final account.
• Draft and check bond documents, consents, resolutions, powers, and guarantees; prepare bond and transfer bundles for lodgement.
• Obtain and verify FICA, rates/levy/transfer duty figures, bond instructions, and cancellation figures; manage compliance throughout.
• Liaise daily with banks (portals), clients, estate agents, and correspondents; clear conditions and resolve queries proactively.
• Book, track, and follow up on lodgements, withdrawals, re-lodgements, and registrations; manage prep and execution of documents.
• Capture updates on conveyancing systems; maintain accurate diaries, notes, and status reports for attorneys and clients.
• Draft pro-forma/final accounts, reconcile trust transactions, and close matters within SLA.
• Uphold firm, bank, and Deeds Office requirements, ensuring quality, confidentiality, and POPIA compliance.

Bank & System Exposure (Required)

• Bank panels: Nedbank | Standard Bank | FNB/RMB | ABSA (demonstrable recent experience on at least two; all four advantageous).
• Platforms & tools: e4/bank portals, Lexis Convey (or equivalent), DeedsWeb/WinDeed, MS Office (strong Word/Excel/Outlook).

Experience & Qualifications

• 35+ years as a Conveyancing Secretary focused on bond registrations/bond cancellations within a law firm environment.
• Solid Deeds Office practice knowledge (lodgement, prep, notes, and registration timelines).
• Proven SLA delivery and high-volume file management.
• Matric essential; conveyancing certificate or relevant tertiary advantageous.
• Excellent English (Afrikaans or another SA language beneficial).

Competencies

• High attention to detail, accuracy under pressure, and reliable follow-through.
• Professional client manner; clear written and verbal communication.
• Strong planning, prioritisation, and deadline discipline.
• Team-oriented with sound judgment and problem-solving initiative.

KPIs / SLAs

• Instruction-to-registration cycle times per bank.
• First-time-right document quality and low note rates.
• On-time lodgement/re-lodgement and proactive condition clearing.
• Accurate billin
  
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