Fiduciary Assistant | Sandton

The Recruitment Council; Sandton; On-site; ZAR 300,000 - 500,000; Full time

Job summary

A leading financial services firm is seeking a dedicated Fiduciary Assistant in Sandton to ensure compliance and support estate planning processes. The ideal candidate will possess extensive administrative experience in fiduciary duties, strong communication capabilities, and a detail-oriented approach. Join a dynamic team focused on high-quality service for clients in the fiduciary industry.

Qualifications

• Minimum 8 years of experience in administration, preferably in legal/fiduciary field.
• FISA certification is required.
• Relevant tertiary qualification is advantageous.

Responsibilities

• Proactively manage files and assist clients with estate planning.
• Diary management and coordination of meetings.
• Ensure compliance with Fiduciary and data security requirements.

Skills

Attention to detail

Client relationship skills

Organizational skills

Communication skills

Education

Matric

FISA certification of Trust Administrator

Tools

Microsoft packages

Job description

Are you passionate about the intricate world of finance? Eager to embark on a rewarding career journey within a dynamic financial industry leader? An exceptional opportunity awaits! Ourclient is currently seeking a dedicated Fiduciary Assistant to join their prestigious company.

Qualifications and Experience

• Matric.
• Minimum 8 years of experience in administration – preferably legal / fiduciary field.
• FISA certification of Trust Administrator or Senior Trust.
• Relevant tertiary qualification will be an added advantage.
• Microsoft packages, Outlook, Word and Excel.
• The ability to learn new systems with confidence.

Duties And Responsibilities

General administration practice management

• Proactively manage files by following up with clients regarding signature of Wills, trust documents and all issues relating to estate planning as well as assisting with reporting to clients on progress.
• Diary management: proactively set up meetings, internal and external, and prepare relevant documentation.
• Bill in line with the fiduciary services model – work with the Fiduciary billing module.
• The annual trusteeship and trust administration fee sheet, send invoices to clients and timeous debt.
• Collection (less than 5% of books sitting at >90 days).

Compliance and data integrity and security

• Fiduciary-only and other FICA compliance and FAIS compliance on trust bank accounts.
• Compliance with all processes, including all measures to protect data security and combat fraud.
• Maintenance of hard files and accurate and timeous scanning of all documentation on Tyrus.
• Consistent and accurate use of the task system on Tyrus, ensuring institutional memory and continuity.

Trust administration

• AGM preparation: arrange, pack, attend to action items, follow up on signed documents.
• Efficiently manage trust bank accounts: administration, reconciliations, compliance documentation.
• Prepare documentation: accurately prepare basic trust documents governing different transactions (trustee resolutions, donation agreements, loan agreements, compliance documents etc.
• Financial statements and tax returns: liaise with and provide source documents to accountants to ensure timeous preparation of financials and rendering of tax return.
• Liaise with the Master’s office and follow up on documents to ensure quick turnaround.

Knowledge and knowledge sharing

• Attend and participate in operational and other team meetings.
• Suggest and follow standardized processes and procedures implemented in the team, including participation in and the implementation of all ad hoc projects and initiatives.
• Improve personal capability and stay abreast of developments in field of expertise by identifying training courses and career progression for self through input and feedback from Manager and estates administrator.
• Ensure personal growth and enable effectiveness in performance of role and responsibilities by completing all learning activities.
• Maintain knowledge and share knowledge with colleagues.
• Motivate, inspire and support colleagues.
• All aspects relating to estate planning for high net worth individuals,including Wills and trust administration and governance processes.
• Keep abreast of current trends and changes in the laws affecting estate planning and the industry, locally and to some extent internationally.
• Fiduciary and other local compliance requirements (Master of the High Court, SARS, FICA, FAIS, FATCA, exchange control).

General

• Work cost-effectively, efficiently and in an environmentally aware manner, including minimizing printing and going paperless.
• Identify and recommend opportunities to enhance processes, systems and policies in Fiduciary and support the implementation of new processes, policies and systems.
• Identify and action business development opportunities and enhance cross-sales.
• Contribute to a culture conducive to the achievement of transformation goals.

Competencies

• Preferably bi-lingual (English and Afrikaans)
• Excellent relationship skills
• Good writing and drafting skills
• Strategic thinking
• Good organizational skills and time management ability
• Professional and confident communication skills, both verbal and written.
• Attention to detail and good data management.
• Self-driven.
• Ability to manage workload and meet deadlines.
• Ability to work in a pressurized environment and set priorities.

Personal Characteristics

• Client relationship and service-oriented attitude.
• Dynamic, flexible and enthusiastic.
• Professional.
• Honesty, integrity, accountability and responsibility of the highest order.
• Highly self-motivated, focussed and proactive.
• Solution-driven.
• Pragmatic problem-solver.
• Detail-oriented.
• Respect for the confidentiality of clients’ affairs.
• Interpersonal understanding and empathy.
• Capacity to work both as a member of a team and independently.
• Intent on a career in the fiduciary industry.