Position Summary

The Conveyancing Coordinator is responsible for managing and coordinating all administrative aspects related to building occupancies and possessions. This role ensures the accuracy, timeliness, and organization of conveyancing documentation and processes, supporting a seamless transition for purchasers and stakeholders. The Coordinator plays a key role in maintaining high standards of customer service and operational efficiency.

Key Responsibilities

• Support the Project Manager in all conveyancing-related tasks.
• Ensure accuracy and timely communication of all conveyancing documentation.
• Maintain and organize all documentation related to building occupancy and possessions.
• Develop and manage occupancy schedules in collaboration with the Project Manager.
• Coordinate Pre-Delivery Inspections (PDIs) and possession dates with purchasers and contractors.
• Issue 45-day possession notices and prepare purchaser-specific possession packages.
• Ensure suites are cleaned and ready for occupancy.
• Monitor and manage owner deficiencies and warranty concerns using builder portals (e.g., CONASYS).
• Coordinate deficiency repairs with the correction team or general contractor.
• Foster a positive team environment and contribute to team morale.
• Perform additional duties as assigned by the Project Manager, VP of Projects, or President.

Skills, Knowledge & Abilities

• Leadership: Motivates self and others to exceed goals; mentors team members; fosters a positive team culture.
• Communication: Excellent verbal and written communication skills; able to engage with diverse stakeholders effectively.
• Customer Service: Committed to delivering consistent, high-quality service to internal and external clients.
• Organization: Strong time management and organizational skills; detail-oriented.
• Technical Proficiency: Proficient in Microsoft Office and related applications.
• Documentation: Skilled in composing professional business documents with strong grammar and formatting.

Reporting Structure

• Reports directly to the Project Manager.

Authority

• Manage administrative activities within the scope of conveyancing.
• Communicate directly with purchasers/owners and building management.
• Resolve purchaser issues and coordinate with service providers.
• Recommend improvements to tracking and operational processes.
• Purchase office supplies and arrange equipment servicing