Administrative Assistant

Administrative Assistant - By Laws
The position
We have an opportunity for a motivated Administrative Assistant to join our growing firm. This role will see you work in our By-Laws practice under the supervision and guidance of the By-Laws Manager. You will be enthusiastic and pragmatic in your approach, have a keen eye for detail, possess excellent communication skills and the ability to liaise with clients. A background in legal and strata will be highly regarded. However, a can-do attitude and a willingness to learn and work collaboratively within our team environment is more important and key to your success in this role. Key Duties
As an Administration Assistant to the by-law practice within our firm, your primary responsibilities will include:
1. By-Law Consolidations:
a. Prepare preliminary by-law consolidation documents for registration ensuring that these documents comply with relevant legal requirements and regulatory standards, including undertaking necessary searches, preparation of necessary Land Registry Services lodgement forms, and preparation of letters to clients enclosing the same.
b. Collaborate with legal professionals to review and update by-law registration documents as necessary. 2. PEXA Compliance Documents and registrations:
a. Maintain and update a verification of identity currency spreadsheet.
b. Assist in the preparation of PEXA (Property Exchange Australia) pre-lodgement compliance documents, including verifications of the right to deal and PEXA client authorisation forms.
c. Liaise with necessary legal staff to ensure all documentation is executed correctly, and all documentation aligns with legal standards and facilitates a smooth registration process.
d. Compile documents necessary to review and finalise PEXA workspaces. 3. Post by-law registration completion:
a. Maintain and update by-law registration task tracking tools with the appropriate statuses (this is to be undertaken throughout each registration matter).
b. Update calendars with appropriate due dates, and send reminders to appropriate staff members on a weekly basis for upcoming due lodgements.
c. Prepare client tax invoices for a supervisor to review and issue.
d. Obtaining final registered by-law dealings via applicable land searches and provision of the same to clients. 4. Documentation Management:
a. Maintain organised and comprehensive documentation related to by-laws and compliance activities. 5. Collaboration and Communication:
a. Collaborate effectively with legal and administrative teams.
b. Communicate clearly with internal stakeholders involved in the registration process.
Qualifications
. University degree (not essential