FIDUCIARY ADMINISTRATION ASSISTANT

Competent Candidates; Pretoria; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Competent Candidates is seeking a Fiduciary Administration Assistant to join our team in Pretoria. The role involves document collection, file administration, FICA and compliance support, and professional communication with clients and advisers.

Responsibilities include managing succession desk workflows, uploading Lexis documents, and maintaining governance of estate records, registers and secure filing systems. Strong MS Office skills and confidentiality are essential.

Qualifications

• Matric/Grade 12 is essential.
• Certificate or Diploma in Office Administration, Legal Administration, Business Administration or Records Management is advantageous.
• Minimum of 2 years’ relevant administrative experience.
• Experience handling confidential documents and document control procedures.
• Experience maintaining registers, archives, records repositories or secure filing systems.
• 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.

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; Apply naming conventions, indexing standards and document categories; Check readability and allocation; Maintain electronic file structures; Support Estate Intake & Reporting Officer with file preparation and organization.
• FICA & Compliance Support (Succession Desk & Wills Bank): Collect FICA and supporting compliance documentation; Track outstanding FICA items; Maintain accurate compliance registers; Support POIA-compliant handling of confidential personal information; Escalate incomplete or inconsistent compliance documents.
• Communication Support (Succession Desk & Wills Bank): Send onboarding communications and document request templates; Schedule follow-up calls, meetings and reminders; Update case notes after interactions; 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 to attention; Assist with weekly management reporting inputs; Support onboarding packs, reporting packs and handover packs.
• General Administrative Support: Prepare standard correspondence and administrative documents; Scanning, filing, saving and organizing Wills Bank and Estate documentation; Data capture and register maintenance; Governance, security, and maintenance of the physical Wills vault; Provide general operational support to the Succession Desk.

Skills

Microsoft Office

Document control

Communication

Confidential handling

Education

Matric / Grade 12

Office Administration Certificate/Diploma

Tools

Lexis Uploads

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.
• 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.

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.