Conveyancing Paralegal / Conveyancing Assistant (NSW Property Law)

RESPONSIBILITIES

Client & File Management

* Assist in managing conveyancing files from initial instruction through to post-settlement completion
* Maintain regular communication with clients regarding transaction progress, outstanding requirements, and timelines
* Obtain client documentation and instructions for review by supervising practitioners
* Ensure file records, correspondence, and supporting documentation are accurately maintained throughout

Contract Preparation & Document Support

* Assist with preparation of contracts for sale and supporting conveyancing documentation
* Review contracts and supporting documents for completeness and accuracy prior to solicitor or licensed conveyancer review
* Draft standard correspondence, settlement documentation, and transfer documentation
* Assist with preparation of special conditions and amendments under supervision
* Identify potential issues relating to title, zoning, easements, covenants, or restrictions and escalate where required
* Coordinate disclosure documents and statutory certificates

Property Searches & Due Diligence

* Conduct and manage property searches including title, plan, council, water authority, land tax, bankruptcy, ASIC, and planning and zoning searches
* Review search results and identify matters requiring escalation to supervising practitioners
* Assist with due diligence processes, file preparation, and coordination of outstanding documentation

Transaction Coordination

* Assist with residential sales and purchases, transfers, refinancing, off-the-plan transactions, subdivisions, leasing matters, and related party transfers
* Monitor key contractual and settlement dates across all active files
* Prepare settlement figures and rate adjustments for review by supervising practitioners
* Liaise with lenders regarding loan and discharge documentation
* Coordinate execution of transfer and mortgage documents and prepare settlement packs

Electronic Conveyancing Support

* Assist with settlements through electronic lodgement platforms including PEXA and Sympli
* Prepare electronic workspace documentation and settlement schedules
* Upload and manage settlement documents within electronic platforms
* Coordinate with financial institutions and external parties regarding settlement requirements
* Support Verification of Identity (VOI) and compliance processes
* Escalate settlement risks, discrepancies, or financial concerns to supervising practitioners

Compliance & Risk Management

* Assist with compliance requirements relating to NSW conveyancing procedures, duties and land tax, Electronic Conveyancing National Law, VOI requirements, client identification, and AML/CTF obligations where applicable
* Maintain accurate file and compliance records and follow internal risk management protocols
* Escalate legal or settlement risks to supervising Australian practitioners without delay

Settlement & Post-Settlement

* Coordinate settlement preparation and administration tasks
* Assist with calculation of settlement adjustments including council rates, water rates, and land tax
* Arrange stamping, lodgement, and registration support where required
* Confirm registration of dealings post-settlement and finalise and archive files in accordance with internal and regulatory requirements

Requirements

Must Haves:

* Minimum 2 years of Australian conveyancing experience is required — previous experience supporting NSW residential conveyancing transactions is strongly preferred
* Strong understanding of Australian conveyancing processes and working knowledge of NSW conveyancing practice and procedures
* Proficient in PEXA — hands-on experience is essential
* Experience with LEAP or similar conveyancing practice management software
* Qualification in Law, Legal Studies, Paralegal Studies, or a related field
* Excellent written and verbal English communication skills with a professional and client-focused approach
* Strong attention to detail and organisational skills with the ability to manage multiple conveyancing files simultaneously
* Ability to work collaboratively with Australian-qualified practitioners under clear supervisory frameworks
* Proactive approach to problem identification and escalation — does not wait to be prompted

PREFERRED SKILLS (nice to have)

* Experience with Sympli for electronic conveyancing settlements
* Familiarity with NSW-specific disclosure requirements, duties obligations, and land tax procedures
* Exposure to a broad range of transaction types — off-the-plan, deceased estates, retirement village transactions, subdivisions, and leasing matters
* Prior experience working with an Australian law firm or conveyancing practice in a remote or offshore support capacity
* Experience across multiple Australian states — note that NSW-specific onboarding may be provided where required