De Tax Administrator Assistant

The Fiduciary Recruitment Group; Cape Town; On-site; ZAR 180,000 - 240,000; Full time

Job summary

The Fiduciary Recruitment Group is seeking an administrative assistant to support the Deceased Estates Tax Administrator in Cape Town. You will manage electronic files, compile SARS documentation, and handle onboarding paperwork with accuracy and confidentiality.

Key duties include coordinating documents, processing eFiling requests, and maintaining trackers and audit-ready records. Training is provided, and strong MS Word/Excel skills are essential for success.

Qualifications

• Proficient in Word, Excel, Outlook and electronic filing systems.
• Experience in tax or deceased-estate administration is an advantage but not required; training provided.
• High accuracy, organisational and confidential handling of data.

Responsibilities

• Create and maintain electronic estate files with client and executor details.
• Prepare powers of attorney, mandates and SARS documents for review and signature.
• Request letters of executorship, death certificates, IDs, proof of address and onboarding docs; monitor expiry.
• Assist with eFiling access requests, RR updates, estate coding and SARS appointments; track OTPs.
• Obtain and file IRP5s, IT3 certificates, bank statements and asset valuations as required.
• Maintain trackers, appointment logs and SARS case numbers; report delays or missing documentation.
• Assist with uploading documents and compiling tax packs, ensuring confidentiality and audit readiness.

Skills

MS Word

MS Excel

Outlook

Electronic filing systems

Education

Matric certificate

Job description

Provide administrative and workflow assistance to the Deceased Estates Tax Administrator to facilitate timely estate onboarding, accurate SARS access requests and the maintenance of complete tax files.

KEY RESPONSIBILITIES

• Create and maintain electronic estate files, recording new instructions, executor details, relevant dates and outstanding items on approved systems.
• Prepare and compile powers of attorney, mandates, client requests and SARS documentation for review and signature by authorised individuals.
• Request letters of executorship, death certificates, identification documents, proof of address, banking details and other onboarding documentation; monitor outstanding or expiring documents.
• Assist with eFiling access requests, registered representative (RR) updates, estate coding and SARS appointment bookings as instructed; track OTP requirements and outcomes.
• Obtain and file IRP5s, IT3 certificates, medical aid and retirement annuity certificates, bank statements, investment schedules and asset valuations as required.
• Maintain document trackers, appointment logs, SARS case numbers and written follow-ups; report delays and missing documentation to the Administrator or management.
• Assist with uploading authorised documents and compiling tax packs, ensuring all digital records remain confidential, accurately named and ready for audit.

Requirements

MINIMUM REQUIREMENTS

• Matric certificate, with proficiency in Word, Excel, Outlook and electronic filing systems.
• Previous experience in tax or deceased-estate administration is an advantage but not a requirement, as training will be provided.
• Strong communication skills, with a high level of accuracy, organisation, reliability and confidentiality.

Key Performance Indicators

• Record new instructions and issue initial document requests within 1–2 business days of allocation.
• Prepare mandates accurately and ensure supporting-document checklists are complete, minimising the need for rework.
• Keep trackers and follow-ups up to date, promptly escalating access issues and overdue items.
• Ensure no tax returns are prepared, approved or finally submitted without the appropriate authorisation.