Conveyancing Secretary (Transfers - Estates)

Minimum requirements:

• Matric
• Minimum of 5 years' experience dealing with Deceased estate transfers
• Proficient in conveyancing systems LexisConvey, GhostConvey
• Managing the transfer process from instruction to registration
• Open and manage transfer files (including sales, Section 45(1), and full title transfers).
• Capture new matters on Lexis Convey
• Request and verify FICA documents from clients and parties in compliance with legal regulations
• Obtain and review wills, letters of executorship, and liquidation & distribution (L&D) accounts to confirm authority and instructions
• Conduct Deeds Office property searches and verify title deed information
• Prepare and submit Section 42(2) applications to the Master of the High Court for consent to transfer
• Liaise with estate administrators or attorneys administering the estate to ensure estate documentation is valid and compliant
• Follow up on outstanding documentation such as consents, endorsements, or Masters approvals
• Draft all transfer documents including: -
• Power of attorney to pass transfer;
• Affidavits;
• Estate duty declarations;
• Transfer duty declarations;
• Clearance certificates;
• Guarantees
• Request rates clearance figures and certificates from municipal authorities
• Request Levy clearance certificates from HOAs or body corporates
• Request Bond cancellation figures from financial institutions
• Request Guarantees from bond attorneys or purchasers banks
• Request Transfer duty receipts from SARS
• Arrange and facilitate the signing of transfer documents with all relevant parties (heirs, buyers, agents, etc.)
• Submit documentation to the Deeds Office for registration once compliant
• Act as the main liaison for:-
• Executors, heirs, administrators;
• Bond attorneys;
• Estate agents;
• Municipalities and managing agents;
• Conveyancers and legal professionals;
• Maintain consistent communication and progress updates to all parties
• Compile and send weekly progress reports using Lexis Convey or internal systems
• Follow up regularly to avoid delays and ensure all deadlines are met
• Facilitate and manage bridging finance applications and disbursements
• Prepare and reconcile final account statements and fee schedules
• Submit accounts for approval and arrange for payout of proceeds
• Draft registration letters and confirmations to clients, agents, and other stakeholders upon successful registration
• Close files and archive according to firm policies and regulatory requirements

Consultant: Danielle Fortuin - Dante Personnel Johannesburg