Estate Intake and Reporting Officer

JVR Software; Gauteng; Vor Ort; ZAR 320.000 - 420.000; Vollzeit

Zusammenfassung

[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.

Qualifikationen

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

Aufgaben

• 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.

Kenntnisse

Deceased estate administration

Case management software

Document management

Client communication

Workflow tracking

Fiduciary/trust experience

Master's Office reporting

Intermediary networks

Ausbildung

National Diploma or Degree in Law/Paralegal/Legal Administraion

Paralegal diploma or legal secretary qualification

Jobbeschreibung

A well established company in the financial services sector is looking for aEstate Intake and Reporting Officer to join their team.

Your:

Education:

A well established company in the financial services sector is looking for aEstate Intake and Reporting Officer to join their team.

Your:

Education:

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• A relevant National Diploma (Paralegal, Law or Legal Administraion) or Degree (B. Com Law, LLB, BA Law, etc)
• Paralegal diploma, legal secretary qualification or equivalent legal administration qualification.

Experience Required:

• Minium of 3 years ‘experience in deceased estate administration support, fiduciary administration, legal practice support or an estate administration related professional services environment.
• Working knowledge of deceased estate reporting requirements and Master’s Office processes.
• Strong document management, client communication and workflow tracking ability.
• Experience with Lexis Deceased Estates or comparable case management software.
• Experience within a trust company, fiduciary business or law firm deceased estates department.
• Familiarity with reporting requirements across more than one Master’s Office region.
• Exposure to financial adviser networks or professional intermediary relationships.

Will enable you to:

Responsibilities

Estate Intake & Case Establishment:

• Receive and process new deceased estate referrals.
• Engage with family representatives, heirs and financial advisers in a professional and empathetic manner.
• Obtain and verify the minimum documentation required to open a new estate matter.
• Open new matters on Lexis Deceased Estates or any equivalent system adopted by the company.
• Create and maintain complete electronic estate files in line with company file hygiene standards.
• Ensure all cases are accurately captured, classified and tracked from inception.

Estate Information Gathering:

• Collect the information required for estate reporting.
• Compile preliminary schedules of assets, liabilities, income flows, policies and supporting estate information.
• Obtain wills, death certificates, identity documents, marriage information and other supporting legal documents.
• Identify missing information early and proactively manage follow-ups.
• Coordinate document collection activities with the Junior Estate Administration Assistant.

Master’s Office Reporting:

• Prepare the estate reporting pack required for submission to the Master.
• Prepare and coordinate statutory forms, affidavits and supporting documents.
• Ensure reporting packs comply with the requirements of the relevant Master’s Office.
• Track submissions and maintain proof of submission and status records.
• Escalate unusual, incomplete or high-risk matters to the Managing Director.

Letters of Executorship Management:

• Own the workflow from intake to issue of Letters of Executorship.
• Monitor the progress of reported estates with the relevant Master’s Office.
• Resolve routine queries and outstanding requirements.
• Maintain a central LOE tracker and identify delays or bottlenecks.
• Escalate aged or problematic matters for management intervention.

Handover Preparation to Panel Administrators:

• Conduct a file quality review before handover.
• Prepare a structured administrator handover pack once Letters of Executorship have been issued.
• Ensure estate files are complete, indexed and supported by the required source documents.
• Coordinate allocation and handover to the appointed panel estate administrator.
• Record the handoverdate, responsible panel administrator and next action milestones.

Stakeholder Communication & Reporting:

• Provide clear and timely status updates to advisers.
• Provide appropriate progress feedback to family members and nominated representatives.
• Maintain accurate case notes and communication records.
• Prepare weekly status reports for the Managing Director.
• Support advisor-facing service standards and protect company reputation as nominated executors.

Governance, Compliance & Quality Assurance:

• Maintain confidentiality and POPIA-compliant record keeping.
• Support FICA and onboarding compliance processes.
• Apply EFBOE checklists, templates and workflow controls consistently.
• Identify operational risks, delays and rework trends.
• Contribute to improvement of Succession Desk SOPs, templates and reporting tools.