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Executive & Administrative Assistant (Conveyancing Specialist)

C9 Teams

Role overview

Qualifications

  • Proven track record working within the Australian Conveyancing, Legal, or Property sectors
  • Hands-on, proficient experience using PEXA, LEAP, and/or TriConvey
  • Exceptional verbal and written English communication skills
  • Exceptional time-management skills

Responsibilities

  • Efficiently utilize TriConvey, LEAP, and PEXA to manage matters and log files
  • Assist with preparation calls, coordinate with financial institutions, and ensure documentation is accurate
  • Prepare, review, and lodge key legal property documents, contracts of sale, and transfer forms
  • Act as the gatekeeper for executive schedules, organizing appointments, managing emails

About the company

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C9 Teams

Company details

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Job description

This is a remote position.

Role Overview

We are seeking a highly organized, proactive, and detail-oriented Executive and Administrative Assistant with specialized experience in Australian Conveyancing to join our growing team. In this dynamic role, you will provide critical high-level administrative support to executive leadership while seamlessly managing end-to-end conveyancing workflows.


The ideal candidate is a tech-savvy professional who thrives in a fast-paced property environment, possesses exceptional communication skills, and has hands-on mastery of Australian legal and property settlement platforms.


Requirements

Key Responsibilities

Conveyancing & Settlement Support:

  • Platform Management: Efficiently utilize TriConvey, LEAP, and PEXA (or similar legal practice management and e-conveyancing tools) to manage matters and log files.
  • ​Pre-Settlement Preparation: Assist with preparation calls, coordinate with financial institutions, and ensure all necessary documentation is accurate and compliant for upcoming settlements.
  • Document Control: Prepare, review, and lodge key legal property documents, contracts of sale, and transfer forms aligned with Australian regulations.
  • Stakeholder Liaison: Serve as a reliable, professional liaison between buyers, sellers, real estate agents, financial institutions, and legal teams.

Executive & Administrative Assistance:

  • Calendar & Email Triage: Act as the gatekeeper for executive schedules, organizing appointments, managing emails, and ensuring zero critical operational tasks slip through the cracks.
  • Meeting & Briefing Prep: Coordinate agendas, take detailed minutes, and compile relevant brief notes prior to important calls or client meetings.
  • General Data Entry: Maintain client files within the CRM, track pipeline status, and ensure data integrity across all internal management system.

Key Requirements & Qualifications

  • Industry Experience: Proven track record working within the Australian Conveyancing, Legal, or Property sectors is absolutely essential.
  • Technical Mastery: Hands-on, proficient experience using PEXA, LEAP, and/or TriConvey (or highly equivalent settlement/matter management software).
  • Communication: Exceptional verbal and written English communication skills, with a confident telephone manner specifically for conducting prep calls and managing client relationships.
  • Organization & Priority Management: Exceptional time-management skills with a demonstrated ability to multitask under pressure and meet strict compliance/settlement deadlines.
  • Tech Savvy: Strong familiarity with the Microsoft 365 or Google Workspace ecosystem, and general project management software (e.g., Asana, Trello).


Benefits

What We Offer

  • A supportive, vibrant, and collaborative team culture.
  • 100% remote working arrangement.
  • Standard business hours (to be aligned with the client's timezone).
  • 15 days' holiday per year.
  • Competitive company perks.

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MR

Marcus Rivera

Chief Revenue Officer

m.rivera@company.com
linkedin.com/in/marcusrivera
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