Base Global Solutions
Key Responsibilities • 1. Matter Monitoring and Weekly Reporting • Prepare weekly reporting for conveyancing matters to show the current status of each job, including outstanding items, upcoming settlement dates, and matters requiring follow-up. • Update internal Teams reports and other workflow trackers as required. • Monitor key dates and redate follow-up tasks where documents or responses remain outstanding. • Identify delays, missing documents, or risk items and escalate these to the responsible lawyer or conveyancer. • 2. Client and File Administration • Review whether client forms and VOI documents have been received in completed and compliant form. • Where documents have been received, move them to the relevant client documents folder. • Where documents are outstanding or incomplete, follow up with clients and redate tasks until received. • Update LEAP matter records, including client contact details and relevant file notes. • Close and archive matters once all post-settlement requirements have been completed. • Set a 90-day post-settlement task to send the client an email reminder regarding Estate Planning (discount offer). • 3. Post-Exchange and Pre-Settlement Administration • Where applicable, prepare and send post-exchange emails to Family Lawyer(s), including reference to the relevant LEAP pinned comment or separation matter note. • Apply for s47 Certificate / NSW Revenue Certificate of Clearance (land tax). • Serve land tax documents, replies to requisitions, and FRCGW documentation on the other side. • Send replies and requisitions to the vendor for approval. • Email the Discharge Authority to the mortgagee on title and share it through PEXA with the mortgagee. • Review whether may be payable by the other side under: • SC 2.5(a) and/or (b) • SC 23.2 - late submission of settlement figures • SC 24 - extension to cooling off period or finance clause • 4. PEXA and Settlement Coordination • Create and manage the PEXA workspace. • Invite other parties and financial institutions to the workspace. • Upload a copy of the exchanged Contract to PEXA and share it with relevant parties. • Prepare and upload Order on Agent documents to the PEXA workspace as a Notification to Agent. • Request that the Order on Agent from the other side be held in escrow pending settlement. • If the property is tenanted, create a PEXA Notification to the managing agent. • Confirm settlement to clients once the matter has settled. • 5. Strata / Community Title Administration • Where the matter involves strata or community title, the role is responsible for: • Ordering s184 / s174 certificates, except where settlement is more than 3 months away, in which case the order is to be placed approximately 4-5 weeks prior to settlement. • Creating and sending the Strata Inspection Authority. • Monitoring receipt of the signed s22 / s46 notice from the other side and following up if not received. • Signing and returning the s22 / s46 notice once received, where required. • Sending signed s22 / s46 notices back to the other side to be held in escrow pending settlement. • Sending s22 notices to the other side where required, or ensuring the relevant PEXA notification email is saved to LEAP if that is the firm's preferred process. • 6. Tenanted Property Administration • Where the property is tenanted, the role is responsible for: • Creating the PEXA Notification to the managing agent. • Sending the Letter of Attornment to the tenant or ensuring the PEXA notification email is saved to LEAP if that is the firm's preferred process. • 7. Post-Settlement Administration • Notify clients that the matter has settled. • Prepare the post-settlement client letter and send it together with the updated settlement sheet. • Ensure post-settlement notifications and correspondence are completed and saved to the matter. • Finalise matter administration, including file updates, closure, and archiving.
Base Global Solutions
