Conveyancing Paralegal / Conveyancing Assistant (AU Property Law) - 232

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
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