Conveyancing Secretary (Team Leader) & Personal Assistant - Phello Attorneys - South Africa

Phello Attorneys, established in February 2023, is rapidly growing. We are looking for a mature candidate who can work Monday to Friday and attend to urgent matters on weekends on an ad hoc basis. The candidate will manage inquiries and service offerings provided by both Phello Attorneys and related companies. Working Hours: Monday - Thursday: 08:00 - 16:30 Friday: 08:00 - 16:00 Appointments: May be required to attend to clients after hours or on weekends; travel costs and overtime will be reimbursed subject to prior notice to the Director. General Office Management: Procure office supplies (stationery, grocery, etc.). Manage the main email address and telephone, ensuring timely responses. Manage multiple tasks and prioritize workload effectively. Ensure compliance with regulatory laws (e.g., FICA). Consult with clients physically or telephonically. Management Responsibilities: Provide administrative support to conveyancing paralegals and other team members, including cleaners. Assist in business growth and fairly delegate tasks. Create and understand KPIs for staff, tracking progress monthly. Manage all stakeholders and assist in resolving escalated customer issues. Manage the Director's diary and schedule appointments. Assist in growth of business and managing stakeholders. Financial Responsibilities: Prepare Proforma Invoices or Quotations. Verify payments received. Follow up with clients on payments. Verify and resolve discrepancies in supplier invoices. Assist the bookkeeper with reconciling matters. Track monthly targets and assist in financial forecasting. Bring in new business through marketing efforts. Project Responsibilities: Stay updated on conveyancing laws, regulations, and industry best practices. Arrange functions and social events with the Business Development Specialist. Assist in corporate gifting. Maintain and implement admin procedures. Support the Business Development Specialist in managing workshops and training seminars. Develop and distribute a weekly newsletter on conveyancing topics. Matter Responsibilities: Assist with preparation and review of transfer documents. Conduct title searches, property searches, and due diligence investigations. Maintain accurate records and documentation related to property transactions. Ensure all conveyancing matters are accurately drafted. Manage the Director's work priorities. Track matters from initiation to completion to meet turnaround times. Ensure professional service to all stakeholders. Track matters at the deeds office. Qualifications and Experience: Previous experience as a Conveyancing Paralegal in a law firm or conveyancing practice. Minimum 5 years of work experience. Proficiency in conveyancing software - Lexis Nexis Convey. Proficiency in MS Office applications. Strong understanding of conveyancing procedures and property law. Diploma or certificate in conveyancing or paralegal studies preferred. Key Skills: Accountability Adaptability Budget Management Clear Communication Creativity Decisiveness Delegation Forecasting Leadership Management Organization Problem Solving Strategic Thinking Stress Management Time Management Valid driver's license and confident driving ability Own car (added advantage) Salary: Offer to be made once shortlisted for possible appointment. Travel Costs and Overtime: Reimbursed for after-hours client consultations, subject to prior notice to the Director. Apply Now

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Conveyancing Secretary (Team Leader) & Personal Assistant - South Africa

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