Verified Job
Real Estate
Real Estate Conveyancing Assistant- job post O'Dea Earle Law Offices
Real Estate
#801567
Remote / WFH
O'Dea Earle Law Offices
Job Description
Full job description
The Real Estate Conveyancing Assistant is responsible for the front-end and file-opening stages of residential and commercial real estate transactions. Working under the direction of the supervising solicitor, this role manages everything required to bring a purchase, sale, or refinance file to the point of closing: drafting mortgage and transfer documentation, ordering all searches and third-party requirements, drafting deeds, and coordinating with municipalities, lenders, realtors, and title search providers. Accuracy, organization, and the ability to move a high volume of concurrent files forward independently are essential. Key responsibilities are:
File Opening & Intake
Open new real estate files, complete conflict checks, and set up file records and checklists.
Gather and organize instructions from clients, realtors, mortgage brokers, and lenders.
Track key dates and deadlines (deposit, conditions, closing/completion, funding).
Maintain accurate, up-to-date file notes and correspondence.
Mortgage Documentation
Prepare and draft mortgage documentation and related security and lending documents in accordance with lender instructions and firm precedents.
Review mortgage instructions and ensure all lender conditions are met prior to closing.
Prepare guarantees, acknowledgements, and other supporting documents as required.
Ordering & Searches (Sale / Purchase Files)
Order and follow up on all requirements for sale and purchase files, including:
◦ Tax information and tax certificates
◦ Municipal compliance letters
◦ Surveys, Real Property Reports, and location certificates
◦ Title searches (ordering from and liaising with title search firms, e.g., Adams Hearn)
◦ Corporate, judgment, and execution searches as required
Order mortgage payout / discharge statements from lenders and monitor for receipt.
Review returned searches and requirements for issues and flag matters requiring the solicitor's attention.
Document Drafting
Draft deeds (transfers) and related conveyancing documents using firm precedents.
Prepare closing documents, statements of adjustments, and related paperwork as directed.
Ensure all documents are accurate, properly executed, and ready for registration.
Municipal & Third-Party Dealings
Deal directly with municipalities and towns regarding taxes, compliance, water/sewer, permits, and related matters.
Liaise with realtors, mortgage brokers, lenders, opposing counsel, and clients to obtain outstanding items and keep files on track.
Follow up promptly on all outstanding requirements to meet closing timelines.
General
Manage a high volume of concurrent
The Real Estate Conveyancing Assistant is responsible for the front-end and file-opening stages of residential and commercial real estate transactions. Working under the direction of the supervising solicitor, this role manages everything required to bring a purchase, sale, or refinance file to the point of closing: drafting mortgage and transfer documentation, ordering all searches and third-party requirements, drafting deeds, and coordinating with municipalities, lenders, realtors, and title search providers. Accuracy, organization, and the ability to move a high volume of concurrent files forward independently are essential. Key responsibilities are:
File Opening & Intake
Open new real estate files, complete conflict checks, and set up file records and checklists.
Gather and organize instructions from clients, realtors, mortgage brokers, and lenders.
Track key dates and deadlines (deposit, conditions, closing/completion, funding).
Maintain accurate, up-to-date file notes and correspondence.
Mortgage Documentation
Prepare and draft mortgage documentation and related security and lending documents in accordance with lender instructions and firm precedents.
Review mortgage instructions and ensure all lender conditions are met prior to closing.
Prepare guarantees, acknowledgements, and other supporting documents as required.
Ordering & Searches (Sale / Purchase Files)
Order and follow up on all requirements for sale and purchase files, including:
◦ Tax information and tax certificates
◦ Municipal compliance letters
◦ Surveys, Real Property Reports, and location certificates
◦ Title searches (ordering from and liaising with title search firms, e.g., Adams Hearn)
◦ Corporate, judgment, and execution searches as required
Order mortgage payout / discharge statements from lenders and monitor for receipt.
Review returned searches and requirements for issues and flag matters requiring the solicitor's attention.
Document Drafting
Draft deeds (transfers) and related conveyancing documents using firm precedents.
Prepare closing documents, statements of adjustments, and related paperwork as directed.
Ensure all documents are accurate, properly executed, and ready for registration.
Municipal & Third-Party Dealings
Deal directly with municipalities and towns regarding taxes, compliance, water/sewer, permits, and related matters.
Liaise with realtors, mortgage brokers, lenders, opposing counsel, and clients to obtain outstanding items and keep files on track.
Follow up promptly on all outstanding requirements to meet closing timelines.
General
Manage a high volume of concurrent
