Position: CONVEYANCING ADMIN & CLIENT SUPPORT ASSISTANT (QUEENSLAND CONVEYANCING)
Salary range: Php 88,000/month (The final amount will be at the the client discretion basing on the candidate’s skills and experience.)
Working Hours: Australia Business Hours (Monday–Friday)
Work set-up: 100% Remote work under Independent Contractor Agreement
Holidays: TBD
Recruitment process: possible multiple client interviews and an assessment
About the Company & Role
Our client is a growing Australian professional services business operating within the property transactions sector, supporting clients through important property-related processes from initial enquiry through to completion. The team is committed to delivering a responsive, organised, and client-focused service, with strong emphasis on clear communication, accuracy, and ensuring matters progress smoothly. They are seeking a highly organised Conveyancing Administration & Client Support Assistant to provide day-to-day administrative and client support to the wider team. This role will play an important part in managing client communications, incoming calls, quotes, files, documentation, and shared inboxes while helping maintain efficient workflows across active matters. This is primarily a support and administration position rather than a standalone Conveyancer role, making it ideal for someone with a strong understanding of conveyancing processes who enjoys working in a fast-paced, client-facing environment.
Key Responsibilities
Conveyancing Administration
- Provide day-to-day administrative support across active conveyancing matters
- Complete accurate data entry and maintain up-to-date client and property information
- Assist with opening, updating, organising, and maintaining conveyancing files
- Prepare routine documentation and correspondence as directed
- Ensure relevant documents and information are correctly saved and filed
- Monitor outstanding administrative requirements and follow up where appropriate
- Support the team in ensuring matters continue progressing efficiently
- Assist with general conveyancing administration throughout the transaction lifecycle
Reception & Client Communication
- Act as one of the first points of contact for clients and external parties
- Answer a high volume of incoming telephone calls professionally and confidently
- Identify the nature of enquiries and direct calls to the appropriate team member
- Take clear and accurate messages where required
- Respond to routine client enquiries within the scope of the role
- Escalate technical, legal, or complex enquiries to the appropriate team member
- Maintain a friendly, professional, and helpful communication style at all times
Quotes & New Enquiries
- Prepare and send quotes to prospective clients
- Ensure quotation information is accurate and professionally presented
- Record new enquiries and relevant client information
- Assist with progressing new enquiries through internal processes
- Follow up on outstanding information where required
- Maintain accurate records of quotes and prospective matters
Shared Inbox Management
- Monitor and manage the shared legal or client-services inbox
- Review, categorise, and prioritise incoming correspondence
- Identify urgent or time-sensitive emails and escalate them promptly
- Forward correspondence to the appropriate team member
- Assist with routine email responses where appropriate
- Maintain an organised inbox and ensure important correspondence is actioned
- Help prevent client communications and administrative actions from being overlooked
File & Document Management
- Maintain accurate and well-organised electronic files
- Upload, save, and correctly name documentation
- Ensure client and matter information remains current
- Maintain consistent file administration standards
- Assist with document preparation and formatting
- Support file closure and archiving processes where required
General Business Administration
- Assist with day-to-day administrative tasks across the business
- Maintain internal spreadsheets, registers, and trackers
- Support calendar and appointment coordination where required
- Prepare routine correspondence and documentation
- Follow up on outstanding administrative actions
- Provide support to the wider team during busy periods
- Take ownership of general tasks that help keep business operations organised and efficient
Requirements
Required / Essential Qualifications
- Previous experience in a conveyancing administration, property, legal, or similar professional services environment
- Strong understanding of general conveyancing processes, workflows, and terminology
- Excellent written and spoken English communication skills
- Confident and professional telephone manner, with the ability to handle a high volume of incoming calls
- Strong administrative, organisational, and time-management skills
- Excellent attention to detail and accuracy in data entry and document management
- Ability to manage multiple tasks and priorities in a fast-paced environment
- Strong email and shared inbox management capability
- Comfortable communicating directly with clients and external stakeholders
- Ability to work independently while collaborating effectively with a wider remote team
- Professional approach to handling confidential and sensitive information
Preferred Qualifications
- Previous experience working for an Australian or New Zealand conveyancing practice, law firm, or property-related business
- Experience supporting Australian or New Zealand property transactions
- Previous hands-on conveyancing experience
- Familiarity with conveyancing, legal practice management, or document management software
- Experience preparing quotes or managing new client enquiries
- Experience managing shared legal, administration, or client-services inboxes
- Understanding of conveyancing documentation and file management requirements
- Previous experience working remotely as part of an Australian or New Zealand professional services team
