Estate Intake & Reporting Specialist

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

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.