Approved 3+ yrs
Sarah A.
Virtual Assistant | E-Commerce Operations & Healthcare Administrative Support
40 hrs/week available
Philippines-based Conveyancing support
Approved Conveyancing VAs you can interview
Hire a Conveyancing Virtual Assistant for Australian businesses
Hire a Conveyancing Virtual Assistant to support Australian conveyancing administration across matter opening, document collection, client follow-up, PEXA preparation, settlement milestones and file close. Legal advice, contract interpretation, signing authority and regulated conveyancing decisions remain with the Australian conveyancer, solicitor or licensed professional.
What you can hand off
- Matter Opening And File Setup
- Client Document Follow-Up
- Contract And Disclosure Document Administration
- PEXA Workspace Preparation Support
- Settlement Milestone Tracking
- Search And Certificate Follow-Up
ToolsPEXALEAPSmokeballInfoTrackMicrosoft 365
- Recruiter-vetted
- Your business hours
- You interview and choose
- 1Brief
- 2Your account
Hire a Conveyancing Virtual Assistant
Share a quick brief, and we will show you matching Filipino virtual assistants.
Approved talent
See all relevant talent Meet approved Conveyancing Virtual Assistant candidates
Compare candidates on conveyancing workflow familiarity, PEXA, schedule fit, and examples of work similar to matter opening and file setup and client document follow-up.
Approved 4+ yrs
Ma E.
Executive Assistant | Executive Support | Lead Generation
40 hrs/week available
Want us to narrow the list for you? Send a quick brief
Responsibilities
What can a Conveyancing Virtual Assistant take off your team’s plate?
Start with matter opening and file setup, client document follow-up, and contract and disclosure document administration. Keep approvals, exceptions, and specialist judgment with the right internal owner while the Conveyancing Virtual Assistant handles the repeatable work.
Core Conveyancing support
Start by giving matter opening and file setup and client document follow-up one owner, one source of truth, and a clear definition of done.
- Matter Opening And File Setup
- Client Document Follow-Up
- Contract And Disclosure Document Administration
Workflow and coordination
Document how PEXA workspace preparation support and settlement milestone tracking move between people and tools so handoffs do not disappear into chat.
- PEXA Workspace Preparation Support
- Settlement Milestone Tracking
- Search And Certificate Follow-Up
Follow-through and visibility
Use client and agent status updates and post-settlement file administration to keep completed work, exceptions, and next actions visible to the team.
- Client And Agent Status Updates
- Post-Settlement File Administration
Not sure what to delegate? Start with the work that repeats every week.
Send a quick brief List the recurring tasks, bottlenecks, tools, response times, and approvals. That is usually enough to define the first version of the role.
How the role works
Set up the work before you hand it over.
For Australian conveyancing firms and property law practices, the strongest Conveyancing setup is usually a defined operating role rather than a loose list of errands. The client owns the process and decisions; the Virtual Assistant owns the recurring execution that has been clearly delegated.
Map the administrative workflow by matter stage: intake, conflict or eligibility checks handled by the firm, file setup, deadlines, documents, client follow-up, billing support, and closure. The Virtual Assistant should always know which system is the source of truth.
Legal support needs disciplined naming, dates, version control, confidentiality, and clean handoffs. Review a sample of matters closely during onboarding before expanding access or independence.
Legal advice, legal strategy, privileged judgment, signing authority, and work reserved to attorneys or licensed professionals remain with qualified counsel.
First 30 days
A practical onboarding plan for a Conveyancing Virtual Assistant
Keep the first month narrow enough to review properly. Add scope only after the original workflow is accurate and predictable.
- Week 1
Learn the workflow
Start with matter opening and file setup, client document follow-up, and contract and disclosure document administration. Give the Virtual Assistant examples of good completed work, access only to the systems needed for those tasks, and a short daily check-in while the process is still new.
- Weeks 2-3
Add ownership
Once the basics are consistent, add PEXA workspace preparation support and settlement milestone tracking. Ask the Virtual Assistant to document recurring questions and turn repeat answers into a checklist or SOP instead of relying on chat history.
- Week 4
Review by outcomes
By the end of the first month, review whether matter opening and file setup, client document follow-up, contract and disclosure document administration are running consistently, exceptions are recorded instead of hidden, and the remaining decisions that need your input are clearly documented.
Common hiring mistakes
Three mistakes that make this role harder than it needs to be
Do not combine matter opening and file setup, client document follow-up, and unrelated specialist work into one role without setting priorities.
Do not hand over full PEXA access on day one. Give the minimum permissions matter opening and file setup actually needs, and widen it as the work proves out.
Do not judge this role on activity counts. For Conveyancing work, accuracy on client document follow-up and the state of unresolved exceptions matter far more than hours logged.
Managing the role
Use a small scorecard instead of watching every click.
For the first month, review a few measures that tell you whether the work is dependable. The exact targets should come from your own workload and service standards.
- Matter Opening And File Setup: completed on time, with exceptions recorded instead of hidden
- Client Document Follow-Up: accuracy or rework rate based on a sample the manager actually reviews
- Contract And Disclosure Document Administration: turnaround time from a complete request to a usable result
- Open items: any matter opening and file setup blocked past the agreed response window, with the blocker and next owner named
- Documentation: PEXA records current enough that someone else could pick up matter opening and file setup tomorrow
Tools and skills
Hire for workflow fluency, not a software checklist.
Software familiarity matters, but process judgment matters more. Ask candidates to explain what they completed inside the tool, how they checked accuracy, and what they escalated.
PEXALEAPSmokeballInfoTrackMicrosoft 365Adobe AcrobatDocuSign
Best-fit teams
Where Conveyancing Virtual Assistant support can create leverage
This role is most useful when Australian conveyancing firms or property law practices need consistent Australian conveyancing matter administration and settlement support. Define the systems, hours, response expectations, and escalation rules before comparing candidates.
Australian Conveyancing Firms
Australian Conveyancing Firms can use this role to keep matter opening and file setup and client document follow-up moving consistently while higher-risk decisions stay with the appropriate manager or specialist.
Property Law Practices
Property Law Practices can use this role to keep client document follow-up and contract and disclosure document administration moving consistently while higher-risk decisions stay with the appropriate manager or specialist.
Settlement Teams
Settlement Teams can use this role to keep contract and disclosure document administration and PEXA workspace preparation support moving consistently while higher-risk decisions stay with the appropriate manager or specialist.
High-Volume Conveyancers
High-Volume Conveyancers can use this role to keep PEXA workspace preparation support and settlement milestone tracking moving consistently while higher-risk decisions stay with the appropriate manager or specialist.
Scope and compliance: keep regulated judgment with the responsible professional.
Use the Virtual Assistant for supervised administrative and support work. Legal advice, attorney judgment, privileged strategy, and work reserved to licensed professionals remain with qualified counsel. Define confidentiality, access, supervision, and jurisdiction-specific boundaries before onboarding.
Write the role first
What to include in your Conveyancing Virtual Assistant job brief
A clear role brief makes candidate comparison easier because everyone is being evaluated against the same work, systems, schedule, and decision boundaries.
Responsibilities
List recurring tasks and the result the Virtual Assistant should own. Separate daily, weekly, and occasional work.
Tools and access
Name the systems used from week one and decide which permissions can be granted safely after onboarding.
Hours and overlap
State weekly hours, timezone, required live coverage, response expectations, and whether the schedule is fixed or flexible.
Decision boundaries
Explain what the Virtual Assistant may handle independently, what needs approval, and what should be escalated immediately.
Hiring process
How to hire a Conveyancing Virtual Assistant in the Philippines
Define the work first, then test candidates on the evidence and judgment that matter for that exact scope.
- Step 1
Define the work
Document responsibilities, tools, hours, budget, schedule, and the result the person should own.
- Step 2
Review relevant talent
Compare role experience, tools, communication, schedule, and work evidence rather than broad profile claims.
- Step 3
Interview with real scenarios
Use examples from your workflow to understand process, quality checks, judgment, and limits.
- Step 4
Confirm the hire
Agree on final rate, start date, hours, responsibilities, reporting, and onboarding before work begins.
Why the Philippines?
Hire for role fit, communication, and execution quality.
Philippines-based remote professionals work across international teams and common cloud tools, but location alone does not guarantee fit. Evaluate relevant experience, communication, work evidence, schedule, and judgment for the workflow you need.
VirtualAssistant.com.ph gives you a structured path from private role brief to approved profiles, candidate review, interview, and confirmed hiring terms.
Interview guide
Questions to ask Conveyancing Virtual Assistant candidates
Use practical questions to reveal process, judgment, quality checks, communication, and decision boundaries.
Walk me through how you would handle matter opening and file setup from intake to completion.
Listen for: A concrete process, the information they need first, quality checks, documentation, and when they would ask for clarification.
How do you keep client document follow-up accurate and up to date?
Listen for: A repeatable checking method, source-of-truth discipline, clear ownership, and a way to surface exceptions instead of hiding them.
Which Conveyancing tools have you used most often?
Listen for: Practical depth in tools relevant to your stack, with examples of what they completed and how they checked the result.
What would you escalate instead of deciding on your own?
Listen for: Good judgment about permissions, client or customer risk, financial impact, compliance, unusual exceptions, and decisions outside the agreed scope.
Show me an example of work closest to Australian conveyancing matter administration and settlement support.
Listen for: Evidence that resembles your workflow, plus a clear explanation of the candidate's contribution, quality checks, and result.
Frequently asked questions
Hiring Conveyancing Virtual Assistant talent in the Philippines
Common questions to resolve before you start interviewing.
What does a Conveyancing Virtual Assistant do?
Conveyancing Virtual Assistant work can include matter opening and file setup, client document follow-up, contract and disclosure document administration, PEXA workspace preparation support, settlement milestone tracking. The right scope depends on your process, tools, decision boundaries, and the candidate's experience.
Can an Australian business hire a Conveyancing Virtual Assistant from the Philippines?
Yes. VirtualAssistant.com.ph helps businesses compare Philippines-based virtual assistants by relevant skills, tools, experience, availability, communication, and role fit.
What tools should a Conveyancing Virtual Assistant know?
Common tools for this role include PEXA, LEAP, Smokeball, InfoTrack, Microsoft 365, Adobe Acrobat. Require only the platforms your hire will use, then verify practical familiarity during the interview.
How much does a Conveyancing Virtual Assistant cost?
Rates vary with experience, specialisation, schedule, live-overlap requirements, technical depth, and how independently the person is expected to operate. Compare scope and evidence of fit, not only the lowest hourly rate.
How do I choose the best Conveyancing Virtual Assistant?
Start with the work the person must own. Then compare relevant experience, conveyancing workflow familiarity, document control, deadline management, client communication, communication, availability, and examples that show they can execute your workflow.
Can this role be part-time?
Often, yes. Define the workload, response-time expectations, and required schedule overlap first so candidates can tell you whether the hours are realistic.
Ready when you are
Build a Conveyancing Virtual Assistant role around the work you need done.
Tell us which parts of matter opening and file setup, client document follow-up, contract and disclosure document administration you want delegated, plus the tools, hours, overlap, and decisions that must stay with your team. Your role brief is private and you can start without creating an account.
Private brief Human screening You choose who to hire