Deceased Estate Intake & Reporting Specialist

JVR Software; Gauteng; On-site; ZAR 320,000 - 420,000; Full time

Job summary

[Financial Services Company] in Gauteng seeks an Estate Intake & Reporting Officer to coordinate intake, information gathering and reporting for deceased estates. You will manage documentation, engage with family representatives and financial advisers, and ensure compliance with Master’s Office processes.

The role requires handling LOEs, maintaining trackers and driving timely handovers to panel administrators while upholding governance standards and client service quality.

Qualifications

• Relevant National Diploma or Degree in Law/Paralegal/Legal Administraion.
• Paralegal diploma or legal secretary qualification or equivalent legal administration qualification.

Responsibilities

• Estate Intake & Case Establishment: process new deceased estate referrals; engage with family representatives, heirs and financial advisers; obtain and verify documentation; open matters in Lexis Deceased Estates; create and maintain electronic estate files; ensure cases are captured, classified and tracked.
• Estate Information Gathering: collect information for estate reporting; compile preliminary schedules of assets, liabilities, income flows, policies and supporting information; obtain wills, death certificates, IDs, marriage info and other docs; identify missing information and follow up; coordinate collection with Junior Estate Administration Assistant.
• Master’s Office Reporting: prepare estate reporting pack for Master; coordinate statutory forms and affidavits; ensure packs meet Master requirements; track submissions; escalate high-risk matters.
• Letters of Executorship Management: own workflow from intake to LOE; monitor progress with Master; resolve queries; maintain LOE tracker; escalate delays.
• Handover Preparation to Panel Administrators: conduct file quality review; prepare handover pack; ensure files are complete; coordinate handover to panel administrator; record handover date and milestones.
• Stakeholder Communication & Reporting: provide status updates to advisers and family representatives; maintain case notes; prepare weekly status reports; support service standards and reputation.
• Governance, Compliance & Quality Assurance: maintain confidentiality and POPIA compliance; support FICA onboarding; apply templates and controls; identify risks and rework trends; contribute to SOP improvements.

Skills

Deceased estate administration

Case management software

Document management

Client communication

Workflow tracking

Fiduciary/trust experience

Master's Office reporting

Intermediary networks

Education

National Diploma or Degree in Law/Paralegal/Legal Administraion

Paralegal diploma or legal secretary qualification

Job description

[Financial Services Company] in Gauteng seeks an Estate Intake & Reporting Officer to coordinate intake, information gathering and reporting for deceased estates. You will manage documentation, engage with family representatives and financial advisers, and ensure compliance with Master’s Office processes.

The role requires handling LOEs, maintaining trackers and driving timely handovers to panel administrators while upholding governance standards and client service quality.