Fiduciary Administration Assistant

A well established company in the financial services sector is looking for a Fiduciary Administration Assistant to join their team.

• Matric / Grade 12 (essential).
• Certificate or Diploma in Office Administration, Legal Administration,Business Administration or Records Management (advantageous).

• Minimum of 2 years’ relevant administrative experience.
• Experience working with confidential documents and document control procedures.
• Experience maintaining registers, archives, records repositories or secure filing systems.
• Previous exposure to a legal, fiduciary, financial services or professional services environment.
• Exposure to deceased estates, trusts, wills or estate planning documentation.
• Basic FICA administration experience.
• Strong competence in Microsoft Office and electronic document management.
• Ability to communicate professionally with clients, advisers and internal stakeholders.

• Contact heirs, family members and advisers to obtain outstanding documents and information.
• Maintain a document collection checklist for each estate matter.
• Track outstanding items and update follow-up registers daily.
• Escalate items that remain outstanding beyond agreed time frames.
• Record all follow-up actions and communication notes accurately.

• Upload documents to Lexis Deceased Estates or any equivalent system adopted by EFBOE.
• Apply agreed naming conventions, indexing standards and document categories.
• Check that uploaded documents are readable, complete and correctly allocated.
• Maintain electronic file structures in accordance with EFBOE file hygiene standards.
• Support the Estate Intake & Reporting Officer with file preparation and document organisation.

• Collect FICA and supporting compliance documentation where required.
• Track outstanding FICA items and supporting identification records.
• Maintain accurate compliance registers.
• Support POPIA-compliant handling of confidential personal information.
• Escalate incomplete or inconsistent compliance documents.

• Send standard onboarding communications and document request templates.
• Schedule follow-up calls, meetings and reminders.
• Update case notes after interactions with advisers, families or other stakeholders.
• Maintain professional telephone and email etiquette.
• Support consistent advisor-facing and family-facing communication.

• Update case status fields and milestone trackers.
• Maintain diary notes, follow-up calendars and action lists.
• Identify overdue actions and bring them to the attention of the Estate Intake & Reporting Officer.
• Assist with weekly management reporting inputs.
• Support the preparation of onboarding packs, reporting packs and handover packs.

• Prepare standard correspondence and administrative documents.
• Assist with scanning, filing, saving and organising Wills Bank and Estate documentation and registers.
• Support data capture and register maintenance.
• End-to-end accountability and ownership for the governance, security, and maintenance of the physical Wills vault, official registers, and all related compliance protocols.
• Provide general operational support to the Succession Desk as required.