Administrative Support Officer

In this role, you will provide essential administrative support to our property and conveyancing team, ensuring smooth operations and efficient processes.
Assist in preparing and organizing property documents
Coordinate property inspections and appointments
Communicate with clients and stakeholders professionally
Manage and update property databases and records
Support the team with general administrative tasks

Responsbilities
Monitor and manage PEXA workspace stages, ensuring all tasks are completed in a timely manner
Preparation of Settlement Statements ahead of settlement following up any outstanding information
Assist with the preparation and completion of data required within PEXA
Coordinate with lawyers, conveyancers, and external parties to ensure settlements proceed without delay
Troubleshoot basic PEXA, client & QRO issues or escalate technical concerns as necessary
Contact clients to request missing information, documentation, or signatures as required for matters
Maintain polite and professional communication with clients via phone, & email
Follow up outstanding client responses in line with internal timelines and escalate where necessary
Provide regular updates to legal staff on the progress of client follow-ups
Accurately input and maintain client and matter data in the Actionstep Practice management system
Scan, save, and file incoming documentation in accordance with firm procedures
Assist with preparation of standard letters and documentation using firm templates on Actionstep such as first letters and final letters
Support lawyers and conveyancers with administrative tasks related to property transaction
Strong attention to detail and accuracy in data handling.
Excellent organisational and time management abilities.
Clear and professional written and verbal communication skills.
Proficient with Microsoft Office, Outlook, Actionstep, and PEXA.
Ability to work both independently and as part of a team.

Pre-employment Requirements:
BIR as you are a contractor (Required to submit any contributions required by the government.)
NBI or Police Clearance
Any Government-issued ID