Tasks You Can Outsource - Conveyancing Services

Thank you for considering Offshore Virtual Assistants (OVA). This form will help you recognise a variety of tasks you could potentially outsource to your Virtual Assistant.

OVA also have an in-house team to support your Virtual Assistant and undertake specialist tasks that are outside the skill level of your assistant (this is quoted separately and on an "as needed" basis).

We are keen to offer our clients solutions that can save them time and expand their current in-house skill set - to fill in the gaps to provide a complete solution.

All information about the tasks provided in this form will not be shared with any other party without your express consent.

Client Information

Client Name*

Company Name

Email*

Phone Number*

Phone Number

Referred By

Name the person who referred you

Kindly indicate the tasks you would like your Virtual Assistant to perform. Bear in mind that a single person cannot possibly perform all of the activities listed to a high skill level. Virtual Assistants are just human beings that specialise in certain activities but can be trained in other areas. Please take time to answer to the best of your knowledge, indicating the essential activities so that we can align with the skill levels of the recruits.

Rows	High Priority	Medium Priority	Low Priority
Initiate new conveyancing files in the conveyancing system, ensuring all required data is entered accurately.
Conduct conflict checks and process all necessary free searches.
Rename and organise special conditions as per the legal team's requirements.
VOI (Verification of Identity) Management: Locate and transfer VOI documents for existing or previous clients as needed.Complete VOIs for new clients, ensuring compliance with legal standards.
Order Searches (Time Critical): Responsible for ordering and tracking property searches to ensure timely completion. Prioritise urgent searches and follow up on outstanding results as required.
Completion of Client Authorisation's Forms (CAF): Assist in preparing and competing CAFs for client sign-offs, ensuring all details are correctly entered.
Opening PEXA Workspaces: Set up new PEXA (Property Exchange Australia) workspaces for electronic settlements, ensuring all parties are correctly added. Monitor the progress of transactions within the PEXA platform.
Drafting Initial Letters: Prepare and send initial letters to clients and other parties, confirming transaction details and timelines.
Stamping Contracts & Document Management: Manage the process of stamping contracts, ensuring all required documents, such as settlement statements, trust authorisation records, and transfer documents, are correctly saved and filed. Handle draft stamping transactions, liaising with the legal team to ensure accuracy and compliance.
Drafting and Sending Settlement Figures:Prepare accurate settlement figures and share them with the other side within agreed-upon timeframes. Ensure all figures are reviewed for correctness and compliance before sending.
Final Stamping and Document Control: Manage the final stamping process for contracts, ensuring proper compliance with legal requirements. Ensure the accuracy of settlement documents and their proper filing.
Drafting Final Letters: Draft and send final letters to clients and other relevant parties, confirming the completion of transactions. Manage the closing of files, ensuring all documents are appropriately organised and stored.Drafting Final Letters: Draft and send final letters to clients and other relevant parties, confirming the completion of transactions. Manage the closing of files, ensuring all documents are appropriately organised and stored.

Rows	High Priority	Medium Priority	Low Priority
Ensuring the correct paperwork, contracts and requirements are ready to go before property sale open inspections
Following well-documented processes in sending the correct requests for missing information for the client files, which included sending relevant references to sections of the law as directed
Taking new instructions from estate agents and clients
Updating CRM and ensuring client care letters are prepared and sent within 24 hours of receipt of instruction
Ensuring fees and contents of the pack to clients are accurate
Chasing client care pack from client and solicitor
Logging client documentation and updating details on the case management system

Rows	High Priority	Medium Priority	Low Priority
Diary, calendar and email management
Drafting emails on behalf of the CEO including creating smart templates and responses
Taking action by coordinating, tracking and following up on administration/ project tasks
Formatting documents
Updating industry conveyancing systems and internal CRM

PEXA e-conveyancing platformtriConvey system

Other electronic conveyancing systems

Rows	High Priority	Medium Priority	Low Priority
File management -dropbox, one drive, Google drive
Set up Intranet Site- Sharepoint / Google Site
Document processes ad procedures

Rows	High Priority	Medium Priority	Low Priority
Create social media strategy (advanced role)
Social Media Audit
Optimising Social media pages
Create Content calendar
Creating social media campaigns
Creating / managing Social Media sites
- posting Linkedin business and Personal page
- Posting Facebook
- Scheduling Tweets/ tracking mentions
- Updating Pinterest
- Updating Instagram
- Uploading videos to YouTube
- Transcription of video and audio files
- Reporting on competitors activities
- Moderating social media accounts
- Scheduling social media posts ie Hootsuite
- Social Media page enquiries Management
- Social Media Analytics Report
- Using Paid Ads in social media
- Google Ads

Rows	High Priority	Medium Priority	Low Priority
Set up /Adding contacts on CRM
Set up CRM automated campaign flows
Creating email lists
Creating Email Newsletters
Creating images ( CANVA)
Researching content
Writing content for Email Newsletters
Creating Email templates

Rows	High Priority	Medium Priority	Low Priority
New website development
Creating landing pages/ sales pages
Promoting blogs on social media channels
Monitoring comments on website
Create SEO strategy
SEO Audit using tools ie AHREFS
Competitor analysis
Researching SEO Keywords
Adding SEO to blogs / videos/social media
Website Maintenance
E-commerce adding new products
Identifying related products
Analytics reporting

Rows	High Priority	Medium Priority	Low Priority
Create Branding Guidelines
Compressing and formatting images
Preparing presentations ie Powerpoint
Creating document templates
Creating Newsletter Templates ie Mail Chimp
Photoshop of Images
Logo Creation
Business Card and Letterhead Creation
eBook Layout or Formatting
Social Media Banner and Profile Picture
Experience with CANVA
Experience with advanced Adobe products

Rows	High Priority	Medium Priority	Low Priority
Basic online bookkeeping
Bank Reconciliations
Debtors/ Creditors Reconciliations
Budgeting Reconciliations
KPI's Reporting
Spreadsheet Analysis
Payroll
BAS Preparation
Xero / Quickbooks/ MYOB

NEXT STEPS:

After we have reviewed the responses to Serviced Office VA Questionnaire, we will contact you to discuss.

Kindly provide us other job requirements/tasks and qualities the candidate must have

CONVEYANCING TASKS:

OTHER PROPERTY AND SALES TASKS:

ADMINISTRATION TASKS

FILE ADMINISTRATION AND STORAGE

SOCIAL MEDIA

EMAIL MARKETING MANAGEMENT

WEBSITE AND SEO

GRAPHIC DESIGN AND PRESENTATIONS

ACCOUNTING / BOOKKEEPING