This role provides high-level administrative assistance to Licensed and Senior Conveyancers in Australia. You will support transactions through the Post-Exchange / Pre-Settlement, Settlement, and Post-Settlement stages for both Buyer and Seller matters. Your work ensures that all documentation, process tracking, and internal communications are accurate, complete, and compliant under direct supervision. This is an administrative and non-legal, focused on operational accuracy, compliance, and settlement readiness.
Key Responsibilities
Matter Progression & Tracking
- Update matter milestones in workflow tracker (exchange, conditions due, settlement date).
- Confirm lender contact details and agent information recorded correctly.
- Maintain digital file structure consistency (adjustments, searches, settlement docs folders).
Searches & Certificates
- Order post-exchange searches (rates, water, land tax, strata, final title) through approved supplier portals.
- Monitor outstanding search results and follow up supplier delays.
- Upload and label all search results for review by conveyancer.
- Reconcile property reference details across certificates.
Adjustment Preparation Support
- Populate adjustment template with data from latest council/water/strata certificates.
- Tag supporting documents for verification by conveyancer.
- Cross-check rate periods and amounts (no adjustment calculation).
- Generate draft adjustment sheet for review only.
PEXA Workspace & Document Preparation (Admin Functions Only)
- Create PEXA workspace (on instruction only).
- Enter party details (names, role, reference numbers).
- Invite counterparty/subscriber roles (purchaser/seller/conveyancer/lender).
- Upload scanned documents for conveyancer review (Transfer, Authority, Stamp Duty Statement).
- Update workspace notes and status fields per internal checklist.
Compliance & Pre-Settlement File Checks
- Run internal pre-settlement checklist: confirm all documents uploaded, searches complete, workspace live.
- Check settlement booking confirmed in PEXA calendar.
- Verify that payout/discharge confirmation document is on file.
- Ensure settlement figures and statements are uploaded (no financial validation).
Post-Settlement Administrative Support
- Upload confirmation of settlement and final settlement statement (provided by conveyancer).
- File updated title or registration confirmation from PEXA.
- Archive completed matter according to retention schedule.
- Update internal metrics dashboard (matter duration, stage completion, file status).
- Flag completed matters for closure review by Australian conveyancer.