Estate Intake & Reporting Officer

Network Recruitment; Pretoria; On-site; ZAR 320,000 - 460,000; Full time

Job summary

Network Recruitment is seeking an Estate Intake & Reporting Officer to support onboarding and reporting of deceased estates. You will manage the pre-administration phase from notification to Letters of Executorship, ensuring complete, compliant estate files for handover to administrators.

You will work with family representatives, financial advisers, legal stakeholders, and the Master’s Office to maintain high service standards and regulatory compliance.

Qualifications

• National Diploma in Paralegal Studies, Law, Legal Administration, or related field.
• Degree such as BCom Law, BA Law, or LLB advantageous.
• Minimum of 3 years' experience in deceased estate administration, fiduciary administration support, legal administration, or related professional services.

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 information.
• Liaise 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 status records.
• Manage workflow from estate intake to Letters of Executorship.
• Monitor progress with Masters Office and resolve routine queries.
• Conduct file quality reviews before handover to administrators.
• Prepare structured and compliant handover packs.
• Maintain communication records and case notes.
• Prepare regular status and progress reports.
• Ensure governance, FICA, POPIA, and compliance requirements.
• Support process improvements and quality assurance initiatives.

Skills

Document management

Workflow tracking

Stakeholder communication

Attention to detail

Organisational skills

Independent work

Compliance focus

Education

National Diploma in Paralegal Studies/Law/Legal Administration

BCom Law / BA Law / LLB

Tools

Lexis Deceased Estates

Estate management systems

Job description

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.
• Conduct file quality reviews before handover to estate administrators.
• 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
• Client Service Excellence
• Process Improvement Mindset
• Confidentiality and Integrity
• Resilience Under Pressure
• Independent Decision-Making