Legal Documentation Executive

JOB DESCRIPTION DOCUMENTATION EXECUTIVE

Position Purpose

The Documentation Executive shall be responsible for the end-to-end execution, coordination, tracking, and closure of all legal, property, project, client, and statutory documentation matters handled by Shanika Advisory Firm.

Key Roles & Responsibilities

1. Agreement to Sale (ATS) Documentation

· Collect and verify all required client, purchaser, seller, landowner, developer, and project documents before initiating the ATS process.

· Prepare and maintain the ATS documentation checklist.

· Verify party details, property details, unit/plot details, consideration value, payment schedule, possession terms, and other commercial information.

· Ensure that all information provided for drafting is accurate and supported by approved records.

· Arrange execution appointments and coordinate signing by all concerned parties.

· Ensure appropriate stamping, registration, and statutory compliance wherever applicable.

· Maintain ATS execution status and pending-document trackers.

· Provide executed copies to the concerned parties and legal team to maintain proper records.

2. Sale Deed Preparation and Execution

· Coordinate the complete process for preparation and execution of Sale Deeds.

· Collect and verify all required documents before proceeding execution.

· Verify the following details before finalization:

o Names of parties

o Property details

o Survey / Gat / Plot details

o Unit details

o Carpet area / plot area

o Consideration value

o Payment details

o Possession details

o Schedule of property

o Boundaries and descriptions

· Coordinate with the purchaser, developer and internal team for approvals.

· Ensure that the final Sale Deed is approved by the authorized person before execution.

· Coordinate stamp duty calculation and registration-related requirements.

· Schedule and coordinate registration appointments.

· Ensure execution by all required parties.

· Track registration completion and collection of registered documents.

· Maintain a complete Sale Deed register and document repository.

3. Registry / Sub-Registrar Office Coordination

· Coordinate with the Sub-Registrar Office for registration of property and legal documents.

· Verify the registration requirements and document checklist before scheduling.

· Coordinate appointment booking and registration slot allocation.

· Ensure availability of all parties, authorized representatives, witnesses, and required documents.

· Verify identification documents, photographs, biometric requirements, and authorization documents.

· Coordinate with document writers, registration agents, advocates, and office representatives.

· Ensure proper payment of applicable stamp duty, registration fees, and statutory charges after approval.

· Track the registration process until completion.

· Collect and verify the registered document, registration number, and supporting acknowledgements.

· Update the matter tracker immediately after registration.

· Coordinate for correction or rectification in case of registration-related discrepancies.

4. Talathi Office and Revenue Liaison

· Liaise with the Talathi Office and other Revenue Authorities for property-related documentation and records.

· Coordinate for:

o 7/12 Extract

o 8A Extract

o Property Card

o Mutation Entry

o Ferfar / Mutation Proceedings

o Name Transfer

o Revenue Record Updates

o Land Record Verification

o Other applicable revenue records

· Submit applications and supporting documents as required.

· Maintain acknowledgement receipts and submission records.

· Follow up regularly with the concerned authority.

· Track application status and expected completion timelines.

· Coordinate with landowners, clients, advocates, and internal teams for pending documents.

· Obtain and verify updated records after completion.

· Maintain complete digital and physical files of all revenue-related documents.

5. Legal and Project Documentation

· Coordinate the preparation and execution of:

o Agreement to Sale (ATS)

o Sale Deeds

o Development Agreements

o Joint Development Agreements

o Joint Venture Agreements

o Memorandum of Understanding (MOU)

o Power of Attorney

o Conveyance Deeds

o Lease Agreements

o Leave and License Agreements

o Affidavits

o Declarations

o Indemnity Bonds

o Undertakings

o Consent Letters

o Authority Letters

o Rectification Deeds

o Cancellation Deeds

o Other project-related legal documents

· Maintain document-specific checklists.

· Ensure that all documents are properly reviewed and approved before execution.

· Coordinate signatures, witnesses, notarization, stamping, registration, and document delivery.

· Maintain executed-document records.

6. Client and Stakeholder Coordination

· Coordinate with clients for collection of required documents and information.

· Explain documentation requirements and execution timelines professionally.

· Schedule meetings, document-signing appointments, and registration visits.

· Follow up for pending documents and approvals.

· Provide periodic status updates to clients and internal management.

· Maintain records of all important communications.

· Escalate delays, disputes, missing documents, or critical issues to the reporting authority.

7. Liaison and Government Office Follow-Up

· Liaise with:

o Talathi Office

o Tehsil Office

o Sub-Registrar Office

o District Collector Office

o City Survey Office

o Land Records Department

o Local Authorities

o Other relevant government departments

· Submit applications and supporting documents after obtaining approval.

· Maintain submission acknowledgements.

· Follow up regularly and professionally.

· Track pending approvals, queries, objections, and requirements.

· Coordinate with internal teams and external professionals for timely resolution.

· Submit periodic status reports to management.

Required Qualifications

• Bachelor’s degree in Law (LL.B.) preferred.
• Graduate with a diploma or certification in legal documentation, property law, or real-estate documentation may also be considered.
• Knowledge of property documentation, registration procedures, land records will be preferred.

Experience

• 3–7 years of relevant experience.
• Experience in:
• Real-estate legal documentation
• Property registration
• Land and revenue matters
• Legal advisory firms
• Real-estate developers
• Law firms or advocate offices
• Experience in Maharashtra property documentation and government liaison will be preferred.

Technical Skills

• Knowledge of ATS and Sale Deed documentation.
• Understanding of property registration procedures.
• Knowledge of land records, 7/12 extracts, 8A extracts, mutation entries, and property cards.
• Proficiency in Microsoft Word and Excel.
• Ability to maintain trackers and MIS reports.
• Knowledge of document formatting and legal document control.
• Ability to coordinate with external advocates and government authorities.

Key Competencies

• Strong documentation and drafting coordination skills.
• Excellent attention to detail.
• Strong follow-up and liaison skills.
• Ability to manage multiple matters simultaneously.
• Good communication and stakeholder-management skills.
• Strong planning and time-management ability.
• Professional behavior while dealing with clients and government authorities.
• High level of confidentiality and integrity.
• Ability to identify missing information and documentation risks.
• Strong ownership and accountability.

Pay: ₹12,000.00 - ₹20,000.00 per month

Work Location: In person