Position: Conveyancing Paralegal / Conveyancing Assistant
Salary: up to PHP 80,000 per month
Working Hours & Conditions: Monday to Friday, 9:00 AM to 6:00 PM AEST
ROLE OVERVIEW
The company is looking for an organised, highly accountable, and self-sufficient Conveyancing Paralegal / Conveyancing Assistant to support a busy residential conveyancing practice. You will manage conveyancing workflows within Smokeball and PEXA, maintain accurate file records, coordinate with clients and third parties, and ensure matters progress smoothly through every stage of the transaction — from onboarding through to settlement and file closure. This role reports directly to the supervising solicitor and works closely with an outsourced solicitor on legal file work and regular file reviews. If you thrive in a structured, high-standard environment and can manage workflows independently without close supervision, this role is a strong fit.
RESPONSIBILITIES
Matter Opening & Client Onboarding
- Open and maintain matters in Smokeball and PEXA
- Enter and manage client, agent, lender/broker, and solicitor details accurately
- Conduct conflict checks and VOI processes
- Issue welcome correspondence and costs disclosure documentation
- Maintain accurate matter records and key dates throughout the file lifecycle
- Save and organise all correspondence and documents within the file system
Contract Review & Pre-Exchange Support
- Upload and review contracts and supporting searches
- Assist with reviewing titles, easements, covenants, and planning documentation
- Prepare contract review notes and client summary correspondence
- Coordinate amendments, negotiations, and special conditions
- Monitor finance, pest and building, and cooling-off requirements
- Coordinate execution and exchange processes
Post-Exchange & Settlement Coordination
- Liaise with brokers, lenders, agents, and other solicitors throughout the transaction
- Manage requisitions, discharge authorities, and settlement requirements
- Maintain and update PEXA workspaces accurately and in a timely manner
- Prepare settlement figures and adjustment worksheets
- Coordinate settlement logistics and monitor settlement completion
- Ensure clients and all relevant parties are kept updated throughout the transaction
Post-Settlement & File Closure
- Finalise registration and title confirmations
- Prepare final reporting and invoicing correspondence
- Close PEXA workspaces and archive completed files
- Ensure all matter documentation is complete and accurately saved
- Assist with client follow-up and review requests where appropriate
Requirements
Must Have:
- Previous experience in residential conveyancing or property law support within the Australian market
- Strong working knowledge of Smokeball and PEXA — hands-on experience in both platforms is strongly preferred
- Excellent file management and organisational skills with a high level of attention to detail
- Strong written and verbal English communication skills — confident dealing with clients, agents, brokers, and solicitors professionally and efficiently
- Ability to manage competing deadlines across a high-volume matter load without compromising accuracy
- Comfortable working within a structured supervisory environment with clear reporting lines and accountability expectations
- Able to identify issues early and escalate appropriately without waiting to be prompted
- Resilient, direct, and self-sufficient — comfortable in a fast-paced, no-fuss working environment that values accountability and proactive problem-solving
PREFERRED SKILLS (nice to have)
- Experience supporting a high-volume conveyancing or property law practice in Australia
- Familiarity with Australian title, planning, and search documentation across different states
- Experience working with outsourced or remote legal teams in a collaborative capacity
- Exposure to regular file review structures and working within a clear supervisory framework
- Demonstrated track record of matters progressing efficiently with minimal follow-up required from supervising solicitors