Estate & Fiduciary Administration Specialist

HR Options; Pretoria; On-site; ZAR 240,000 - 360,000; Full time

Job summary

HR Options in Pretoria is seeking a Fiduciary Administration Assistant to support our succession and wills administration team. You will manage document collection, maintain accurate records, and ensure the governance, security and hygiene of physical and electronic files in line with policy.

Daily tasks include contacting heirs and advisers, updating follow-up registers, uploading to Lexis Deceased Estates, applying naming conventions, managing compliance documentation (FICA/POPIA) and

Qualifications

• 2+ years of relevant administrative experience.
• Experience with confidential documents and document control.
• Experience maintaining registers and archives.
• Exposure to legal/ fiduciary or financial services environments.
• Basic FICA administration experience.
• Proficient in Microsoft Office and electronic document management.
• Ability to communicate professionally with clients and stakeholders.

Responsibilities

• Contact heirs, advisers and family to obtain outstanding documents.
• Maintain document collection checklists and follow-up registers.
• Upload documents to Lexis Deceased Estates and ensure accuracy.
• Apply naming conventions and maintain e-file structures.
• Track FICA/compliance documentation and prepare registers.
• Support onboarding communications and case notes with professionalism.
• Assist with weekly reporting and governance of estate documents.

Skills

Administrative experience

Confidential document handling

Records management

FICA administration

MS Office

Professional communication

Education

Matric/Grade 12 (essential)

Certificate/Diploma in Office Administration or related

Tools

Lexis Deceased Estates

EFBOE file handling

Job description

HR Options in Pretoria is seeking a Fiduciary Administration Assistant to support our succession and wills administration team. You will manage document collection, maintain accurate records, and ensure the governance, security and hygiene of physical and electronic files in line with policy.

Daily tasks include contacting heirs and advisers, updating follow-up registers, uploading to Lexis Deceased Estates, applying naming conventions, managing compliance documentation (FICA/POPIA) and