Fiduciary Administration Assistant

HR Options; Pretoria; On-site; ZAR 240,000 - 360,000; Full time

Job summary

HR Options in Pretoria is seeking a Fiduciary Administration Assistant to support our succession and wills administration team. You will manage document collection, maintain accurate records, and ensure the governance, security and hygiene of physical and electronic files in line with policy.

Daily tasks include contacting heirs and advisers, updating follow-up registers, uploading to Lexis Deceased Estates, applying naming conventions, managing compliance documentation (FICA/POPIA) and

Qualifications

• 2+ years of relevant administrative experience.
• Experience with confidential documents and document control.
• Experience maintaining registers and archives.
• Exposure to legal/ fiduciary or financial services environments.
• Basic FICA administration experience.
• Proficient in Microsoft Office and electronic document management.
• Ability to communicate professionally with clients and stakeholders.

Responsibilities

• Contact heirs, advisers and family to obtain outstanding documents.
• Maintain document collection checklists and follow-up registers.
• Upload documents to Lexis Deceased Estates and ensure accuracy.
• Apply naming conventions and maintain e-file structures.
• Track FICA/compliance documentation and prepare registers.
• Support onboarding communications and case notes with professionalism.
• Assist with weekly reporting and governance of estate documents.

Skills

Administrative experience

Confidential document handling

Records management

FICA administration

MS Office

Professional communication

Education

Matric/Grade 12 (essential)

Certificate/Diploma in Office Administration or related

Tools

Lexis Deceased Estates

EFBOE file handling

Job description

A well established company in the financial services sector is looking for a Fiduciary Administration Assistant to join their team.

Your:

Education:

• Matric / Grade 12 (essential).
• Certificate or Diploma in Office Administration, Legal Administration,Business Administration or Records Management (advantageous).

Experience Required:

• Minimum of 2 years’ relevant administrative experience.
• Experience working with confidential documents and document control procedures.
• Experience maintaining registers, archives, records repositories or secure filing systems.
• Previous exposure to a legal, fiduciary, financial services or professional services environment.
• Exposure to deceased estates, trusts, wills or estate planning documentation.
• Basic FICA administration experience.
• Strong competence in Microsoft Office and electronic document management.
• Ability to communicate professionally with clients, advisers and internal stakeholders.

Will enable you to:

Responsibilities:

Document Collection & Follow-up (Succession Desk)

• Contact heirs, family members and advisers to obtain outstanding documents and information.
• Maintain a document collection checklist for each estate matter.
• Track outstanding items and update follow-up registers daily.
• Escalate items that remain outstanding beyond agreed timeframes.
• Record all follow-up actions and communication notes accurately.

File Administration & Lexis Uploads (Succession Desk)

• Upload documents to Lexis Deceased Estates or any equivalent system adopted by EFBOE.
• Apply agreed naming conventions, indexing standards and document categories.
• Check that uploaded documents are readable, complete and correctly allocated.
• Maintain electronic file structures in accordance with EFBOE file hygiene standards.
• Support the Estate Intake & Reporting Officer with file preparation and document organisation.

FICA & Compliance Support (Succession Desk & Wills Bank)

• Collect FICA and supporting compliance documentation where required.
• Track outstanding FICA items and supporting identification records.
• Maintain accurate compliance registers.
• Support POPIA-compliant handling of confidential personal information.
• Escalate incomplete or inconsistent compliance documents.

Communication Support (Succession Desk & Wills Bank)

• Send standard onboarding communications and document request templates.
• Schedule follow-up calls, meetings and reminders.
• Update case notes after interactions with advisers, families or other stakeholders.
• Maintain professional telephone and email etiquette.
• Support consistent advisor-facing and family-facing communication.

Workflow Administration (Succession Desk)

• Update case status fields and milestone trackers.
• Maintain diary notes, follow-up calendars and action lists.
• Identify overdue actions and bring them to the attention of the Estate Intake & Reporting Officer.
• Assist with weekly management reporting inputs.
• Support the preparation of onboarding packs, reporting packs and handover packs.

General Administrative Support

• Prepare standard correspondence and administrative documents.
• Assist with scanning, filing, saving and organising Wills Bank and Estate documentation and registers.
• Support data capture and register maintenance.
• End-to-end accountability and ownership for the governance, security, and maintenance of the physical Wills vault, official registers, and all related compliance protocols.
• Provide general operational support to the Succession Desk as required.