Executive Administrative Assistant – Conveyancing Specialist

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C9 Teams

WebsiteLinkedInAll Job Openings

11 - 50 employees

Founded 2018

🎯 Recruiter

👥 HR Tech

🤝 B2B

Recruitment • HR Tech • B2B

<C9 Teams> is an AI-driven offshore hiring and managed staffing company that connects businesses with vetted remote professionals and manages the entire hiring lifecycle. They provide staff selection using AI matching, end-to-end onboarding, payroll and compliance management, time tracking and performance oversight, and dedicated success/account managers to run day-to-day operations. C9 Teams targets businesses looking to scale with offshore talent, offering a platform/dashboard for real-time hiring updates and flexible engagement terms.

📋 Description

• Provide critical high-level administrative support to executive leadership. • Manage end-to-end conveyancing workflows. • Assist with preparation calls, coordinate with financial institutions, and ensure all necessary documentation is accurate and compliant for upcoming settlements. • Prepare, review, and lodge key legal property documents, contracts of sale, and transfer forms. • Serve as a reliable, professional liaison between buyers, sellers, real estate agents, financial institutions, and legal teams. • Organize appointments, manage emails, and ensure zero critical operational tasks slip through the cracks. • Coordinate agendas, take detailed minutes, and compile relevant brief notes prior to important calls or client meetings. • Maintain client files within the CRM, track pipeline status, and ensure data integrity across all internal management system.

🎯 Requirements

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

🏖️ Benefits

• 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.