Part-Time Conveyancing Clerk

1. Role Overview

1. Deliverables

• Properly formatted and error-free legal documents
• Organized and updated filing system (physical/digital)
• Accurate and timely invoices issued to clients
• Up-to-date accounting records and reconciliations
• Clear tracking of receivables and payments

1. Working Arrangement

• Type: Based on work completed
• Location: On-site / Hybrid / Remote
• Reporting To: Lawyer / Legal Manager / Finance / Admin Manager

1. Required Skills & Qualifications

• Basic knowledge of legal documentation and processes
• Basic accounting/bookkeeping knowledge
• Proficiency in:
• Microsoft Word, Excel
• Accounting software (e.g., SQL, UBS)
• Strong attention to detail and organizational skills
• Ability to handle confidential legal and financial information

1. Performance Indicators (KPIs)

• Accuracy of legal documents and financial records
• Timeliness in billing and document preparation
• Reduction in outstanding receivables
• Proper organization of files and accounts
• Compliance with legal and financial procedures

1. Confidentiality Clause

The officer must:

• Maintain strict confidentiality of all client, legal, and financial information
• Not disclose or misuse any documents, financial data, or records

• Prepare, format, and proofread legal documents including:
• Agreements and contracts
• Court forms and filings
• Letters, notices, and correspondence
• Ensure documents follow firm templates and legal standards
• Assist lawyers with basic drafting based on instructions

• Organize and maintain physical and digital filing systems
• Index, label, and archive documents properly
• Ensure all case files are complete and up to date
• Retrieve documents upon request in a timely manner

• Verify completeness and accuracy of documentation
• Ensure documents meet court or regulatory requirements
• Maintain confidentiality and data protection standards

• Support lawyers with document-related administrative tasks
• Track deadlines for document submissions and filings
• Assist in compiling bundles for court or client presentations

• Upload and manage documents in legal management systems
• Maintain version control of documents
• Scan, digitize, and convert files as required

1. Billing & Invoicing

• Prepare and issue client invoices based on lawyers’ time sheets and instructions
• Ensure accuracy of billing details (professional fees, disbursements, taxes if applicable)
• Track billing status and follow up on outstanding payments

1. Receivables & Collections

• Monitor accounts receivable and aging reports
• Follow up with clients on overdue invoices
• Record incoming payments and issue official receipts

1. Payables & Expense Management

• Record firm expenses, disbursements, and vendor invoices
• Assist in processing payments to suppliers and service providers
• Maintain proper supporting documents for all expenses

1. Bookkeeping

• Maintain basic accounting records (cashbook, ledger entries)
• Perform data entry into accounting software (e.g., SQL, QuickBooks, Xero)
• Reconcile bank statements and petty cash records

1. Client Account / Trust Account Support (if applicable)

• Assist in tracking client monies and disbursements
• Ensure proper documentation for all transactions
• Support compliance with legal/professional regulations on client funds

1. Financial Reporting Support

• Assist in preparing basic financial reports:
• Monthly income and expense summaries
• Outstanding receivables reports
• Provide administrative support during audits or tax filing
• EPF
• SOCSO
• EIS
• Training Provided
• Performance Bonus
• Allowance Provided
• 5 Working Days