Job Title:
Legal Administration Assistant
Job Summary:
The Legal Administration Assistant will be responsible for providing comprehensive administrative support in processing property sales, remortgages, and related legal and company secretarial tasks. This role requires coordination with internal teams and external solicitors, maintaining accurate records, and ensuring compliance with internal processes and legislation.
Key Responsibilities:
Processing Property Sales & Remortgages:
Core function is to assist in the pre and post sales tasks of properties within estates under our management.
Manage and coordinate replies to pre-sale and remortgage enquiries in accordance with internal processes and timescales, ensuring income generation for such activities.
Liaising with property managers and other teams in providing accurate, up to date replies to property specific questions related to the respective sales transaction.
Process Notices of Transfer and Charge, update ownership records and deal with other post sales tasks.
Liaise with external solicitors instructed to prepare formal Deeds and Licence documents.
Process invoices and record payments of billed services for pre-sales and post-completion activities.
Legal & Company Secretarial:
Coordinate client responses to statutory and voluntary lease extension requests.
Arrange for execution of company documents such as Licences, Deeds, and Share Certificates.
General:
Assist Property Managers, Finance, and Major Works teams with ad hoc enquiries on various matters, including lease interpretation, disputes, Land Registry searches, and other landlord and tenant matters.
Manage KPIs, including fee income generation.
Participate in team, departmental, and corporate project and planning processes as required.
Maintain the highest standards in relation to client and customer confidentiality and ensure compliance with Data Protection legislation.
Undertake any other duties as reasonably requested from time to time.
Maintain accurate computerized and manual records regarding leasehold ownership records.
Update logged tickets on property management software.
Develop and maintain relationships with external clients such as solicitors, insurers, and surveyors.
Additional Duties:
The duties listed above are not exhaustive and may be supplemented by any task that the employee, in the course of their employment, accepts to perform or is directed to perform by the employer.
Qualifications:
Relevant experience in legal administration, property management, or a related field.
Strong organizational and time-management skills.
Excellent communication and interpersonal abilities.
Proven experience in dealing with high volumes of administrative tasks.
Proficiency in property management software and Microsoft Office Suite.
Knowledge of Data Protection legislation and confidentiality practices.
Skills:
Attention to detail and accuracy.
Ability to work independently and as part of a team.
Strong problem-solving skills.
Ability to handle multiple tasks and prioritize effectively.
Benefits:
Working Hours: 09:00 to 18:00 SAST, Monday – Friday
Salary: R20,000-R23,000 per month (depending on experience)
Leave: 15 days holidays (plus public holidays).
Contract: Permanent
Note: This is a remote role that requires you to be based in Cape Town due to the occasional office visit in Stellenbosch. You will also be required to have reliable internet access during working hours and periods of extended load shedding.
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