Estate Intake and Reporting Officer

Competent Candidates; Pretoria; On-site; ZAR 240,000 - 360,000; Full time

Job summary

Competent Candidates in Pretoria, Gauteng seeks an Estate Intake and Reporting Officer to join a well‑established financial services team. You will manage intake for deceased estates, coordinate with family representatives and advisers, and assemble complete estate files for Master’s Office submissions.

The role requires experience in deceased estate administration, strong document handling, and familiarity with Lexis Deceased Estates.

Qualifications

• Minimum 3 years’ experience in deceased estate administration support or related fields.
• Working knowledge of deceased estate reporting requirements and Masters Office processes.
• Strong document management, client communication and workflow tracking ability.

Responsibilities

• Receive and process new deceased estate referrals.
• Engage with family representatives, heirs and financial advisers professionally.
• Obtain and verify documentation to open a new estate matter.
• Open new matters on Lexis Deceased Estates or equivalent system.
• Create and maintain electronic estate files in line with file hygiene standards.
• Ensure cases are accurately captured, classified and tracked from inception.
• Collect information required for estate reporting and prepare preliminary asset/liability schedules.
• Obtain wills, death certificates and supporting legal documents.
• Coordinate document collection with the Junior Estate Administration Assistant.
• Prepare the estate reporting pack for submission to the Master and track submissions.
• Escalate unusual or high-risk matters to management.
• Own LOE workflow from intake to issue of Letters of Executorship.
• Monitor progress with Masters Office and resolve routine queries.
• Prepare handover packs and ensure complete, indexed files.
• Provide weekly status updates to advisers and maintain case notes.
• Maintain confidentiality and POPIA-compliant record keeping.

Skills

Document management

Client communication

Workflow tracking

Education

National Diploma (Paralegal / Law / Legal Administration)

Paralegal diploma or legal secretary qualification

Degree (B.Com Law / LLB / BA Law)

Tools

Lexis Deceased Estates

Job description

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

Your:

Education:

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

Experience Required:

• Minimum 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.

Responsibilities

• 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.
• 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 handover date, 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.