Real Estate Bond Secretary (Law Firm)

Key Performance Areas
- Responsible for running files from inception to closureMortgage bond instructions, with a thorough knowledge and understanding of conveyancing processes as well as of standard security documentation utilised by South African banksAssistance within the team on commercial mortgage bond instructionsDeals with mortgage bond cancellation instructions, prepares consents to cancel and checks guaranteesResponsible for correspondent instructionsResponsible for opening and closing files on file management systemEnsures compliance with FICAEnsures effective diary management and meeting co-ordinationEnsures the provision of an effective office management and administrative support function:
- oversee all archiving and dead filing requirements - have a sound knowledge of the operations of the practice area/team and ensures the provision of an effective client liaison function to all internal/external clients - deals with difficult situations with tact and diplomacy and responds calmly and ability to function in times of high pressure or setbacksEnsures collation, production and distribution of documents and presentations:
- all relevant house style and company formats to be adhered to and any variations must be forwarded to the KLD department for approval - appropriate use of software which may include Lexis Convey, e4 and other platforms available, ensure all documentation is produced within specified timelines and meets set accuracy rate - the appropriate use of all electronic document management systems - the provision of an administrative support function to all team members, this includes assisting with typing and practice administration overflow as and when requiredParticipates in the administrative infrastructure within the practice and provides assistance within the Team to ensure effective processes and systems are in placeAbility to liaise and interact with banks, consultants and transacting parties who demand resultdriven perfect serviceEnsure effective accounting and file management system administration:
- follow the appropriate procedure with regards to new matters. This includes opening of files, conducting conflict checks, drawing up letter of engagement and closing of files - proactively ensure that our fees are paid before registration and ensure fees are debited upon registration and resolve queries with the relevant Associates and/or Directors - follow up and ensure that all new clients and matters are FICA compliant - proactively check unbilled disbursements weekly and action accordingly
**Qualifications and Experience**
- Grade 12
- A recognized secretarial certificate / diploma
- A minimum of 5-8 years suitable experience Skills, Knowledge and Attributes
- Typing skills with a good speed and accuracy level
- Good command of the English language both verbal and written
- Knowledge of MS Office, Lexis Convey and e4
- Ability to work overtime when required to do so
- Excellent organisational skills with attention to detail
- Effective interpersonal and relationship building skills
- Good telephone etiquette
- Adaptable, professional and displays a positive attitude