Conveyancing Paralegal / Conveyancing Assistant – AU Property Law

🕒 May 11

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Pear Tree.

WebsiteLinkedInAll Job Openings

1 - 10 employees

🎯 Recruiter

👥 HR Tech

🤝 B2B

Recruitment • HR Tech • B2B

Pear Tree is a Melbourne‑born offshore recruitment and hiring services company that connects Australian, US, and UK businesses directly with skilled offshore professionals (primarily from the Philippines) without agency markups. They provide end-to-end hiring support — sourcing, screening, skills assessments, video interviews, reference checks — and offer payroll, Employer‑of‑Record, and compliance assistance plus a six‑month replacement guarantee. Pear Tree recruits across IT, sales & marketing, finance, creative, admin and operations roles, emphasizing cost savings, direct pay to talent, and secure onboarding workflows.

📋 Description

• Open and maintain matters in Smokeball and PEXA • Enter and manage client, agent, lender/broker, and solicitor details accurately • Conduct conflict checks and VOI processes • Issue welcome correspondence and costs disclosure documentation • Maintain accurate matter records and key dates throughout the file lifecycle • Save and organise all correspondence and documents within the file system • Upload and review contracts and supporting searches • Assist with reviewing titles, easements, covenants, and planning documentation • Prepare contract review notes and client summary correspondence • Coordinate amendments, negotiations, and special conditions • Monitor finance, pest and building, and cooling-off requirements • Coordinate execution and exchange processes • Liaise with brokers, lenders, agents, and other solicitors throughout the transaction • Manage requisitions, discharge authorities, and settlement requirements • Maintain and update PEXA workspaces accurately and in a timely manner • Prepare settlement figures and adjustment worksheets • Coordinate settlement logistics and monitor settlement completion • Ensure clients and all relevant parties are kept updated throughout the transaction • Finalise registration and title confirmations • Prepare final reporting and invoicing correspondence • Close PEXA workspaces and archive completed files • Ensure all matter documentation is complete and accurately saved • Assist with client follow-up and review requests where appropriate

🎯 Requirements

• Previous experience in residential conveyancing or property law support within the Australian market • Strong working knowledge of Smokeball and PEXA — hands-on experience in both platforms is strongly preferred • Excellent file management and organisational skills with a high level of attention to detail • Strong written and verbal English communication skills — confident dealing with clients, agents, brokers, and solicitors professionally and efficiently • Ability to manage competing deadlines across a high-volume matter load without compromising accuracy • Comfortable working within a structured supervisory environment with clear reporting lines and accountability expectations • Able to identify issues early and escalate appropriately without waiting to be prompted • Resilient, direct, and self-sufficient — comfortable in a fast-paced, no-fuss working environment that values accountability and proactive problem-solving • Experience supporting a high-volume conveyancing or property law practice in Australia (nice to have) • Familiarity with Australian title, planning, and search documentation across different states (nice to have) • Experience working with outsourced or remote legal teams in a collaborative capacity (nice to have) • Exposure to regular file review structures and working within a clear supervisory framework (nice to have) • Demonstrated track record of matters progressing efficiently with minimal follow-up required from supervising solicitors (nice to have)