D2B
Property Law
ConveyancingParalegal/ConveyancingAssistant(AUPropertyLaw)
Neural analysis suggests this role is
optimal for Mid+ candidates.
“Conveyancing Paralegal / Conveyancing Assistant (AU Property Law) at D2B. Skills: Residential conveyancing, Property law support, Smokeball, PEXA. Manage conveyancing workflows within Smokeball and PEXA. Maintain accurate file records”
What You'll Achieve.
Matters progressing smoothly through every stage of the transaction; Matters progressing efficiently with minimal follow-up required from supervising solicitors
Industry & Context.
Able to identify issues early and escalate appropriately without waiting to be prompted; Proactive problem-solving
What They're Looking For.
Must Have
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
Nice to Have
Experience supporting a high-volume conveyancing or property law practice in Australia, Familiarity with Australian title, planning, and search documentation across different states, Experience working with outsourced or remote legal teams in a collaborative capacity, Exposure to regular file review structures and working within a clear supervisory framework, Demonstrated track record of matters progressing efficiently with minimal follow-up required from supervising solicitors
What You'll Do.
Manage conveyancing workflows within Smokeball and PEXA
Maintain accurate file records
Coordinate with clients and third parties
Ensure matters progress smoothly through every stage of the transaction — from onboarding through to settlement and file closure
Open and maintain matters in Smokeball and PEXA
Enter and manage client
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
and planning documentation
Prepare contract review notes and client summary correspondence
Coordinate amendments
and special conditions
and cooling-off requirements
Coordinate execution and exchange processes
and other solicitors throughout the transaction
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
How You'll Work.
Team & Collaboration
Works closely with an outsourced solicitor on legal file work and regular file reviews; Liaise with brokers, lenders, agents, and other solicitors throughout the transaction; Ensure clients and all relevant parties are kept updated throughout the transaction; Experience working with outsourced or remote legal teams in a collaborative capacity
Communication Scope
Strong written and verbal English communication skills; Confident dealing with clients, agents, brokers, and solicitors professionally and efficiently
Full Job Description
**Position: Conveyancing Paralegal / Conveyancing Assistant**[](https://www.aquariuslawyers.com.au) **Salary: up to PHP 80,000 per month** **Working Hours & Conditions: Monday to Friday, 9:00 AM to 6:00 PM AEST** **ROLE OVERVIEW** The company is looking for an organised, highly accountable, and self-sufficient Conveyancing Paralegal / Conveyancing Assistant to support a busy residential conveyancing practice. You will manage conveyancing workflows within Smokeball and PEXA, maintain accurate file records, coordinate with clients and third parties, and ensure matters progress smoothly through every stage of the transaction — from onboarding through to settlement and file closure. This role reports directly to the supervising solicitor and works closely with an outsourced solicitor on legal file work and regular file reviews. If you thrive in a structured, high-standard environment and can manage workflows independently without close supervision, this role is a strong fit. **RESPONSIBILITIES** **Matter Opening & Client Onboarding** * 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 **Contract Review & Pre-Exchange Support** * 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 **Post-Exchange & Settlement Coordination** * Liaise with brokers, lenders, agents, and other solicitors throughout the transaction * Mana
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