Estate Intake & Reporting Officer

Network Recruitment International; Pretoria; On-site; ZAR 350,000 - 520,000; Full time

Job summary

Network Recruitment International seeks an Estate Intake & Reporting Officer to support onboarding and reporting of deceased estates. The role focuses on the pre-administration phase, ensuring complete, compliant files and efficient handover to estate administrators, in collaboration with family members, legal stakeholders and Master’s Office.

The ideal candidate has 3+ years in deceased estate administration or fiduciary/legal admin within a professional services environment, with strong

Qualifications

• Relevant legal or fiduciary administration background with focus on compliance and onboarding of estates.
• Experience with deceased estates reporting and Master’s Office processes is preferred.
• Proficiency in document management and workflow tracking systems is desirable.

Responsibilities

• Receive and process new deceased estate referrals and intake documentation.
• Verify and maintain electronic estate files with accuracy and timeliness.
• Compile preliminary asset/liability schedules and supporting information.
• Liaise with family representatives, advisers, and stakeholders in a professional manner.
• Prepare estate reporting packs for submission to the Master's Office.
• Coordinate statutory forms, affidavits and supporting documents.
• Track submissions and maintain status records for estate progress.
• Support handover to estate administrators and ensure compliance with governance and POPIA/FICA.

Skills

Attention to Detail

Compliance Orientation

Organisation and Planning

Professional Communication

Stakeholder Management

Accountability

Problem Solving

Process Improvement Mindset

Confidentiality and Integrity

Resilience Under Pressure

Education

National Diploma in Paralegal Studies, Law, Legal Administration, or related field

Degree such as BCom Law, BA Law, or LLB advantageous

Job description

If you're a detail-oriented legal or fiduciary professional who thrives on structure, compliance, and keeping complex processes moving forward, this Estate Intake & Reporting Officer opportunity could be your next career move. Join a respected fiduciary services environment where quality, professionalism, and client service are at the heart of everything they do.

Our client operates within the fiduciary services sector and is seeking an Estate Intake & Reporting Officer to support the efficient onboarding and reporting of deceased estates. This role forms a critical part of the Succession Desk and focuses on managing the pre-administration phase of deceased estates, from first notification through to the issuing of Letters of Executorship.

The successful candidate will be responsible for ensuring estate files are complete, compliant, and accurately prepared for handover to estate administrators. Working closely with family representatives, financial advisers, legal stakeholders, and the Master's Office, you will play a pivotal role in maintaining exceptional service standards while ensuring regulatory compliance.

This is an excellent opportunity for a candidate who has experience within deceased estates, fiduciary administration, legal administration, or a professional services environment and is seeking long‑term career growth within a highly specialised field.

Key Responsibilities

• Receive and process new deceased estate referrals.
• Obtain, verify, and manage all required estate documentation.
• Establish and maintain accurate electronic estate files.
• Compile preliminary schedules of assets, liabilities, income streams, and supporting estate information.
• Liaise professionally with family representatives, heirs, advisers, and other stakeholders.
• Prepare estate reporting packs for submission to the Master's Office.
• Coordinate statutory forms, affidavits, and supporting documentation.
• Track estate reporting submissions and maintain accurate status records.
• Manage the workflow from estate intake through to the issuing of Letters of Executorship.
• Monitor progress with the relevant Master's Office and resolve routine queries.
• Prepare structured and compliant handover packs.
• Maintain accurate communication records and case notes.
• Prepare regular status and progress reports.
• Ensure adherence to governance, FICA, POPIA, and compliance requirements.
• Support process improvements, workflow efficiencies, and quality assurance initiatives.

Job Experience and Skills Required

• Relevant National Diploma in Paralegal Studies, Law, Legal Administration, or a related field.
• Degree qualification such as BCom Law, BA Law, or LLB advantageous.
• Minimum of 3 years' experience within deceased estate administration, fiduciary administration support, legal administration, or a related professional services environment.
• Sound understanding of deceased estate reporting requirements and Master's Office processes.
• Experience using Lexis Deceased Estates or similar estate management systems.
• Strong document management and workflow tracking capabilities.
• Excellent stakeholder communication and relationship management skills.
• High attention to detail with strong organisational abilities.
• Ability to work independently while maintaining a strong compliance focus.
• Experience within a trust company, fiduciary business, or law firm's estates department will be highly advantageous.

Competency Requirements

• Attention to Detail
• Compliance Orientation
• Organisation and Planning
• Professional Communication
• Stakeholder Management
• Accountability
• Problem Solving
• Process Improvement Mindset
• Confidentiality and Integrity
• Resilience Under Pressure