Conveyancing Secretary

CONVEYANCING SECRETARY – TRANSFERS, BONDS, CANCELLATIONS & TOWNSHIP DEVELOPMENTS

An exciting opportunity has become available within the Real Estate Department in the Windhoek office for an experienced Conveyancing Secretary.

We are seeking a proactive, detail-oriented, and highly organised professional to provide end-to-end conveyancing and administrative support across transfers, bonds, cancellations, and township development matters. The successful candidate will be capable of managing high-volume transactions efficiently, ensuring compliance with regulatory requirements, and working both independently and collaboratively within a fast-paced legal environment.

Qualifications and Experience

• Grade 12 (Matric) is essential.
• A relevant paralegal, secretarial, or conveyancing qualification will be advantageous.
• Minimum 5–7 years’ experience in a similar environment, including:

o Residential and commercial property transfers

o Sectional title schemes and township registrations

o Mortgage bonds and cancellations

• Proficiency in LegalPerfect, E4, AJS, and Microsoft Office Suite (Word, Excel).

Key Responsibilities

Conveyancing and Legal Support

• Accurately review and action instructions from banks, clients, and other stakeholders, ensuring full compliance with loan conditions and transaction requirements.
• Draft, prepare, and manage:

o Bond documents

o Transfer documents (including sectional, conventional, and deceased estate transfers)

o Township establishment and subdivision documentation

o Notarial deeds, powers of attorney, and related instruments

• Coordinate client consultations and arrange for execution of documents in a timely manner.
• Ensure all FICA and regulatory compliance requirements are satisfied, verified, and properly recorded.
• Facilitate and track the lodgement and registration process, proactively resolving delays and reporting progress.
• Maintain accurate document control, audit trails, and version management for all legal documentation.

Administrative and Financial Management

• Open, maintain, and close files in accordance with firm procedures and compliance standards.
• Monitor outstanding requirements and proactively follow up with clients, banks, and third parties to ensure timely progression of matters.
• Manage correspondence, queries, and reporting, ensuring clear, professional, and timely communication.
• Process billing, invoicing, and reconciliations, ensuring accuracy and adherence to internal financial controls.
• Update and maintain records on internal systems to ensure data accuracy, transparency, and real-time reporting.

Operational Excellence, Risk & Compliance

• Ensure strict adherence to FICA, data protection, and all applicable legal and regulatory requirements.
• Utilise internal systems effectively to track transaction milestones, deadlines, and deliverables.
• Identify, escalate, and assist in resolving risks, delays, or compliance concerns in a timely manner.
• Support standardisation of processes, use of templates, and workflow efficiencies to improve turnaround times.
• Contribute to maintaining strong internal controls and segregation of duties, particularly in financial processes.

Skills and Competencies

• Strong attention to detail and accuracy, with a commitment to high-quality work.
• Excellent organisational and time management skills, with the ability to meet strict deadlines.
• Effective communication and interpersonal skills in dealing with clients and stakeholders.
• Sound understanding of basic accounting principles relevant to conveyancing transactions.
• Ability to work independently while managing risk and collaborate effectively within a team.
• Demonstrated initiative, accountability, and problem-solving ability in managing transactions end-to-end.