The job description
Replace the bracketed fields and keep the duties that match your actual workflow.
- Organisation
- [Organisation name]
- Location & work model
- [Location; onsite, hybrid or remote]
- Employment type & hours
- [Employment type, weekly hours and time-zone overlap]
- Remuneration
- [Confirmed pay range, currency, superannuation and any incentive terms]
- Reports to
- [Named manager; suggested position: Conveyancing practice principal or legal services manager]
- Systems & access
- [Approved systems, records and access scope]
- Authority & supervision
- [Permitted tasks, decisions, reviewer and escalation route]
- Required qualifications
- [Employer-confirmed licences, registrations, training or accreditations]
About the organisation
[Describe the actual business, team and customers in two or three factual sentences.]
Role purpose
Coordinate property transfer and mortgage settlement work within the practitioner's confirmed jurisdiction, professional scope and client instructions.
Key responsibilities
- Confirm client instructions, transaction scope and the practitioner's permitted work.
- Review transaction documents and obtain required information through approved channels.
- Coordinate title, security and settlement documentation relevant to the appointment.
- Maintain a clear register of conditions, queries and due dates.
- Verify material instruction changes using the practice's controls.
- Record completion and refer matters outside the practitioner's scope to the appropriate legal specialist.
Essential capabilities
- Employer-confirmed qualifications, licensing or registration and insurance requirements for the relevant jurisdiction.
- Experience with the property transactions and settlement systems assigned.
- Accurate document management and clear client communication.
- Sound judgement about scope, conflicts and specialist referral.
Useful experience
Property settlement coordination · Title documentation · Electronic settlement workflows. Keep these desirable rather than essential unless the work requires them on day one.
Working relationships
Clients, legal practitioners, lenders and settlement contacts. Confirm the actual owners and handoff routes.
How to apply
[Application route, closing date, contact and any adjustment request process.]
We assess candidates against the role-relevant criteria and use a fictional work sample.
What good looks like.
Agree the pace, reviewer and measures with the person you hire.
Confirm professional scope, supervision and transaction procedures.
Manage allocated matters with current instructions and clear settlement dependencies.
Review recurring document or instruction issues and improve one practice handoff.
Look for evidence of the work.
Use these prompts to understand the candidate's judgement, accuracy and communication.
- How would you respond when a client asks for advice outside your confirmed professional scope?
- Describe a relevant piece of work, the checks you used and what you did when the instructions or evidence were incomplete.
- How would you organise competing deadlines, record your decisions and escalate a risk to the next handoff?
A practical work sample
Review a fictional transaction checklist and instructions. Identify outstanding conditions, changed instructions and matters for specialist referral; do not provide real legal advice.
Use fictional information and the same instructions for shortlisted applicants. Agree adjustments and timing beforehand. Score accuracy, reasoning, communication and appropriate escalation; this exercise should not produce live client work.
Before you post.
- Replace every bracketed field with the actual employer, working arrangement and pay terms.
- Choose the duties the role will really own; remove unrelated tasks and separate essential from trainable skills.
- Confirm the task authority, supervision, qualifications and access with the responsible employer or licensee.
- Check pay and conditions against the applicable employment requirements before advertising.
- Use the same role-relevant selection criteria and fictional work sample for shortlisted applicants; invite adjustment requests.
- Name the reviewer and agree realistic first-90-day outcomes before the person starts.
Credit authority and appointment
Confirm the actual activities and appointment arrangement with your licensee. ASIC explains that employee and contractor arrangements can differ; a job title does not settle the scope. ASIC guidance
Pay and advertised conditions
Use confirmed pay terms and check the applicable minimum entitlements before publishing the advertisement. Fair Work Ombudsman guidance
A clear hiring process
Confirm the employment arrangement, duties and working conditions as part of preparing the role. Fair Work Ombudsman guidance
Information and access
Agree how personal information will be handled and the records and systems the role may access. OAIC guidance