Estate Intake and Reporting Officer

A well established company in the financial services sector is looking for a Estate Intake and Reporting Officer to join their team. Your: Education: * A relevant National Diploma (Paralegal, Law or Legal Administraion) or Degree (B. Com Law, LLB, BA Law, etc) * Paralegal diploma, legal secretary qualification or equivalent legal administration qualification. Experience Required: * Minium of 3 years ‘experience in deceased estate administration support, fiduciary administration, legal practice support or an estate administration related professional services environment. * Working knowledge of deceased estate reporting requirements and Master's Office processes. * Strong document management, client communication and workflow tracking ability. * Experience with Lexis Deceased Estates or comparable case management software. * Experience within a trust company, fiduciary business or law firm deceased estates department. * Familiarity with reporting requirements across more than one Master's Office region. * Exposure to financial adviser networks or professional intermediary relationships. Will enable you to: Responsibilities Estate Intake & Case Establishment: * Receive and process new deceased estate referrals. * Engage with family representatives, heirs and financial advisers in a professional and empathetic manner. * Obtain and verify the minimum documentation required to open a new estate matter. * Open new matters on Lexis Deceased Estates or any equivalent system adopted by the company. * Create and maintain complete electronic estate files in line with company file hygiene standards. * Ensure all cases are accurately captured, classified and tracked from inception. Estate Information Gathering: * Collect the information required for estate reporting. * Compile preliminary schedules of assets, liabilities, income flows, policies and supporting estate information. * Obtain wills, death certificates, identity documents, marriage information and other supporting legal documents. * Identify missing information early and proactively manage follow-ups. * Coordinate document collection activities with the Junior Estate Administration Assistant. Master's Office Reporting: * Prepare the estate reporting pack required for submission to the Master. * Prepare and coordinate statutory forms, affidavits and supporting documents. * Ensure reporting packs comply with the requirements of the relevant Master's Office. * Track submissions and maintain proof of submission and status records. * Escalate unusual, incomplete or high-risk matters to the Managing Director. Letters of Executorship Management: * Own the workflow from intake to issue of Letters of Executorship. * Monitor the progress of reported estates with the relevant Master's Office. * Resolve routine queries and outstanding requirements. * Maintain a central LOE tracker and identify delays or bottlenecks. * Escalate aged or problematic matters for management intervention. Handover Preparation to Panel Administrators: * Conduct a file quality review before handover. * Prepare a structured administrator handover pack once Letters of Executorship have been issued. * Ensure estate files are complete, indexed and supported by the required source documents. * Coordinate allocation and handover to the appointed panel estate administrator. * Record the handover date, responsible panel administrator and next action milestones. Stakeholder Communication & Reporting: * Provide clear and timely status updates to advisers. * Provide appropriate progress feedback to family members and nominated representatives. * Maintain accurate case notes and communication records. * Prepare weekly status reports for the Managing Director. * Support advisor-facing service standards and protect company reputation as nominated executors. Governance, Compliance & Quality Assurance: * Maintain confidentiality and POPIA-compliant record keeping. * Support FICA and onboarding compliance processes. * Apply EFBOE checklists, templates and workflow controls consistently. * Identify operational risks, delays and rework trends. * Contribute to improvement of Succession Desk SOPs, templates and reporting tools. Compitant Candidates Recruiter