Conveyancing Assistant in Guildford

We are seeking an organised and experienced Conveyancing Assistant to provide high-quality administrative and legal support within a busy property team. This role offers the opportunity to work closely with conveyancers, clients, estate agents, mortgage lenders and other external contacts across a varied residential property caseload while contributing to the efficient delivery of legal services.

The successful candidate will combine strong administrative and communication skills with excellent attention to detail and a good understanding of conveyancing procedures. They will support fee earners with file management, client correspondence, property searches, contract documentation, exchange and completion administration and post-completion work while maintaining confidentiality and professional standards.

Key responsibilities

• Provide comprehensive administrative and conveyancing support to fee earners across residential property transactions.
• Open, close and update client and matter files, completing relevant checks and maintaining accurate information on the firm's case management system.
• Prepare, format, proofread and amend conveyancing documents, correspondence, reports, completion statements and other legal materials.
• Assist with the preparation and review of contract packs, title documents, property information forms, plans, lease documentation and supporting papers.
• Order, obtain and organise property searches, including local authority, drainage and water, environmental and other relevant searches.
• Review search results and supporting information, identifying outstanding matters and escalating potential issues to the relevant fee earner.
• Request and collate information from clients, estate agents, mortgage lenders, brokers, managing agents, freeholders and other external contacts.
• Handle telephone calls, emails and written correspondence professionally, ensuring client and third-party enquiries are dealt with promptly or referred appropriately.
• Maintain accurate digital and paper-based files, ensuring documents are saved, organised, indexed and retained in accordance with firm procedures.
• Assist with the progression of property transactions by monitoring enquiries, replies, mortgage offers, searches, reporting requirements and key deadlines.
• Assist fee earners with raising, responding to and tracking conveyancing enquiries, ensuring outstanding information is followed up effectively.
• Prepare completion statements, financial information and completion documentation, liaising with the legal accounts team and relevant parties as authorised.
• Support exchange and completion administration, including confirming readiness, arranging the release and receipt of funds, notifying relevant parties and updating case records.
• Assist with post-completion matters, including Land Registry applications, Stamp Duty Land Tax forms, registration requirements and final file administration.
• Maintain confidentiality and comply with professional standards, anti-money laundering requirements, data protection obligations, information security procedures and the firm's policies.
• Work effectively as part of a collaborative property team, contributing to a high standard of client service, communication and operational efficiency.

Key skills and experience

• Previous experience working in a legal environment for at least 6 months.
• Excellent written and verbal communication skills, with a professional, helpful and client-focused approach.
• Strong organisational skills
• High level of attention to detail, with strong document preparation, proofreading, administration and file management skills.
• Confident using case management systems, document management software, Microsoft Office and other administrative systems.
• Ability to work independently, use initiative and escalated issues appropriately while following instructions and established procedures.
• Reliable, adaptable and collaborative approach.