Conveyancing Assistant

About the Role

We are seeking an organised and experienced Conveyancing Assistant to provide high-quality administrative and legal support within a busy property team. This role offers the opportunity to work closely with conveyancers, clients, estate agents, mortgage lenders, and other external contacts across a varied residential caseload while contributing to the efficient delivery of legal services.

Key Responsibilities

• Provide comprehensive administrative and conveyancing support to fee earners across residential and commercial property transactions.
• Open, close, and update client and matter files, completing relevant checks and maintaining accurate information on the firm’s case management system.
• Prepare, format, proofread, and amend conveyancing documents, correspondence, reports, completion statements, and other legal materials.
• Assist with the preparation and review of contract packs, title documents, property information forms, plans, lease documentation, and supporting papers.
• Order, obtain, and organise property searches, including local authority, drainage and water, environmental, and other relevant searches.
• Review search results and supporting information, identifying outstanding matters and escalating potential issues to the relevant fee earner.
• Request and collate information from clients, estate agents, mortgage lenders, brokers, managing agents, freeholders, and other external contacts.
• Handle telephone calls, emails, and written correspondence professionally, ensuring client and third-party enquiries are dealt with promptly or referred appropriately.
• Maintain accurate digital and paper-based files, ensuring documents are saved, organised, indexed, and retained in accordance with firm procedures.
• Assist with the progression of property transactions by monitoring enquiries, replies, mortgage offers, searches, reporting requirements, and key deadlines.
• Assist fee earners with raising, responding to, and tracking conveyancing enquiries, ensuring outstanding information is followed up effectively.
• Prepare completion statements, financial information, and completion documentation, liaising with the legal accounts team and relevant parties as authorised.
• Support exchange and completion administration, including confirming readiness, arranging the release and receipt of funds, notifying relevant parties, and updating case records.
• Assist with post-completion matters, including Land Registry applications, Stamp Duty Land Tax forms, registration requirements, and final file administration.
• Maintain confidentiality and comply with professional standards, anti-money laundering requirements, data protection obligations, information security procedures, and the firm’s policies.
• Work effectively as part of a collaborative property team, contributing to a high standard of client service, communication, and operational efficiency.