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 current 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 files with minimal supervision.
- Maintain professionalism and confidentiality in all client and third-party dealings.
- Provide plain-language updates to clients and precise, technical communication to solicitors and opposing counsel.
- Other related duties as assigned.

Qualifications & Experience
- Paralegal / legal assistant diploma, or equivalent combination of education and experience.
- Minimum of two years of experience in real estate conveyancing, preferably in Newfoundland and Labrador.
- Familiarity with the NL Registry of Deeds, municipal processes, and lender requirements.
- Working knowledge of title searches, deeds, mortgage documentation, and closing procedures.

Skills & Competencies
- Strong drafting skills and close attention to detail.
- Highly organized, with the ability to prioritize and manage competing deadlines.
- Independent and proactive; able to move files forward without prompting.
- Clear communicator with clients, lenders, municipalities, and counsel.
- Proficient with Microsoft Office. Familiarity with NetDocuments and Soluno would be assets.
- Discretion in handling confidential and sensitive information.

Interested applicants should submit their resume to [email protected] no later than August 9, 2026. Only those selected for an interview will be contacted.

Pay: $53,100.00-$62,700.00 per year

Benefits

- Casual dress
- Company events
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Vision care
- Wellness program

Work Location: In person

📌 Real Estate Conveyancing Assistant (St. John's)
🏢 O'Dea Earle Law Offices
📍 St. John's