Overview
The primary purpose of this role is to manage the administration of trusts and provide comprehensive administrative support to enable the Fiduciary Specialist to implement and oversee estate planning solutions for high-net-worth clients. This position requires a detail-oriented individual with a strong understanding of fiduciary processes and a commitment to delivering exceptional client service.
Responsibilities
General Administration & Practice Management
Proactively manage the trust administration process, ensuring compliance requirements are met, including maintaining FICA compliance above 95%.
Manage client files, follow up on signatures for Wills and trust documents, and assist with estate planning progress reporting.
Oversee diary management by scheduling internal and external meetings and preparing relevant documentation.
Handle fiduciary billing processes, including invoicing clients, completing annual trusteeship and trust administration fee sheets, and ensuring timely debt collection.
Trust Administration
Prepare for Annual General Meetings (AGMs), including arranging meetings, preparing meeting packs, and following up on action items.
Manage trust bank accounts, including administration, reconciliations, and compliance documentation.
Accurately prepare trust documents such as trustee resolutions, donation agreements, and loan agreements in compliance with statutory requirements.
Liaise with accountants for the preparation of financial statements and tax returns.
Assist with banking requisitions and ensure compliance with Anti-Money Laundering (AML) and other regulations.
Provide regular reporting to trustees and beneficiaries.
Liaise with the Master’s Office to ensure timely processing of documents.
Compliance & Data Integrity
Ensure fiduciary and FICA compliance for trust bank accounts.
Maintain data security and adhere to fraud prevention measures.
Ensure accurate and consistent use of task systems to maintain institutional memory and continuity.
Knowledge Sharing & Development
Participate in operational and team meetings.
Stay updated on developments in the fiduciary field through training and self-development.
Share knowledge and expertise with colleagues to foster a collaborative environment.
General Duties
Work efficiently and cost-effectively, promoting environmentally friendly practices.
Identify and recommend opportunities to enhance processes, systems, and policies.
Contribute to business development and cross-sales opportunities.
Support the achievement of transformation goals within the organization.
Qualifications & Competencies
Matric certificate
Minimum of 5 years of practical experience in administration, preferably in the legal or fiduciary field.
Proficiency in Microsoft Office Suite, particularly Outlook, Word, and Excel.
Ability to learn and adapt to new systems confidently.
Bilingual proficiency in English and Afrikaans is preferred.
Strong relationship-building and communication skills, both verbal and written.
Excellent organizational skills and attention to detail.
Ability to work under pressure, manage workloads, and meet deadlines.
Knowledge of estate planning, trust administration, and governance processes.
Familiarity with local and international compliance requirements, including FICA, FAIS, FATCA, and exchange control.
If you are a detail-oriented professional with a passion for fiduciary administration and a commitment to excellence, we encourage you to apply for this exciting opportunity.