Rates Agent at IGrow Wealth Investments

• A well-established and growing conveyancing firm, with its Head Office in the Western Cape, is looking for a highly organised, proactive and reliable Municipal Rates Agent & Lodgement Assistant to join our team in Gauteng.
• The successful candidate will be responsible for obtaining municipal rates figures, clearance figures and rates clearance certificates for property transfers, primarily from the City of Johannesburg, City of Tshwane and Ekurhuleni Metropolitan Municipality.
• In addition to municipal work, the candidate will provide administrative and lodgement support to the conveyancers, including preparing lodgement packs and drafting linking lists for submission of documents at the Deeds Office. The role requires regular communication with municipal officials, attendance at municipal offices, problem-solving and the ability to work under pressure to ensure that transfer matters progress within the firm's required timelines.

To qualify for this position, you need:

• Matric / Grade 12
• Previous experience dealing with municipal rates and clearance certificates is essential.
• Experience with the City of Johannesburg, City of Tshwane and/or Ekurhuleni Metropolitan Municipality is essential.
• Previous experience in a conveyancing, property or legal environment is highly advantageous.
• Previous experience with Deeds Office lodgements and linking lists will be highly advantageous.
• Valid driver's licence and own reliable vehicle.
• Good computer literacy, including Microsoft Office and Excel.
• Strong administrative and organisational skills.
• Excellent written and verbal communication skills.

Duties and responsibilities include, but not limited to:

Municipal Rates Figures & Certificates

• Apply for municipal rates and clearance figures for property transfers.
• Apply for and obtain municipal rates clearance certificates.
• Submit applications and supporting documentation to the relevant municipalities.
• Monitor applications from submission through to issue of the certificate.
• Ensure all municipal requirements are correctly submitted.
• Follow up on outstanding applications and certificates.
• Download, receive, check and save municipal documentation on the firm's systems.
• Ensure rates figures and certificates are obtained within the required conveyancing timeframes

Municipal Follow-Up & Problem Solving

• Conduct regular follow-ups with municipal departments regarding outstanding applications.
• Attend the City of Johannesburg, City of Tshwane and Ekurhuleni municipal offices when required.
• Resolve queries relating to:
• Incorrect municipal accounts
• Outstanding or incorrect balances
• Incorrect property information
• Ownership discrepancies
• Incorrect property valuations
• Meter readings and municipal services
• Payments not allocated correctly
• Incorrect clearance figures
• Delays in the issuing of clearance certificates
• Other municipal account and billing-related issues
• Liaise directly with municipal officials to resolve problems.
• Escalate complex or unresolved matters to the relevant manager or conveyancer.
• Maintain professional working relationships with municipal officials.
• Identify when external rates agents must be appointed.
• Laise with external agencies (where necessary)

Deeds Office & Lodgement Support

• Assist conveyancers and conveyancing teams with preparing Deeds Office lodgement packs.
• Check that documents required for lodgement are available and properly prepared.
• Assist with arranging documents in the correct order for lodgement.
• Prepare and draft linking lists for lodgement.
• Ensure linking lists accurately correspond with the documents contained in each lodgement batch.
• Assist with checking that all required supporting documents are included before lodgement.
• Identify missing, incomplete or incorrectly prepared documents and bring these to the attention of the relevant conveyancer.
• Assist with the preparation of documents for physical or electronic lodgement, as applicable.
• Assist the conveyancer with resolving administrative issues relating to lodgement.
• Maintain accurate records of documents prepared and matters ready for lodgement.
• Assist with Deeds Office-related administrative tasks and follow-ups when required.

Conveyancing Support

• Work closely with conveyancers, paralegals and transfer teams to ensure municipal and lodgement requirements are obtained timeously.
• Monitor municipal and lodgement deadlines in line with the firm's transfer timelines.
• Provide regular updates to the relevant conveyancing team.
• Identify matters that may impact registration and escalate these proactively.
• Assist with urgent municipal and lodgement matters where required to prevent delays in registration.
• Assist the conveyancer with general administrative tasks relating to the progression of transfer matters.

Administration & Reporting

• Maintain an accurate municipal rates and lodgement tracker for all matters.
• Update the firm's systems and spreadsheets regularly and accurately.
• Keep proper records of applications, correspondence, payments, figures and certificates.
• Ensure all municipal and lodgement documentation is properly filed on the firm's electronic filing system.
• Provide regular reports on outstanding rates applications, certificates and lodgement requirements.
• Follow up on aged or delayed applications until resolved.
• Ensure that all actions and updates are recorded promptly and accurately.