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Payments Administrator - Private Equity South Africa

Payments Administrator - Private Equity South Africa

Apex GroupCape Town, ZA
11 days ago
Job description

Job title : Payments Administrator - Private Equity South Africa

Job Location : Western Cape, Cape Town

Deadline : October 17, 2025

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Summary of the position

  • The successful applicant is responsible for the accurate preparation, processing, and reconciliation of client payment instructions in accordance with established policies, procedures, and service level agreements.
  • This role ensures that all payments are actioned on time, comply with relevant regulatory and anti-money laundering (AML) requirements, and are properly authorised in line with designated signatory lists.

    • The roles and responsibilities of the successful candidate are as follows :

    PAYMENT PREPARATION & PROCESSING

  • Accurately prepare and capture payment instructions in accordance with internal procedures and client mandates.
  • Ensure timely execution of all payments.
  • Verify supporting documentation and authorizations prior to processing.
  • Ensure complete and accurate filing of all payment instructions, supporting documentation, and confirmations.
  • Maintain daily payment logs and reconcile against bank confirmations.

    • COMPLIANCE & CONTROLS

  • Perform required checks in line with AML, KYC, and fraud prevention controls before initiating payments.
  • Ensure all payments are authorized in accordance with designated persons lists and escalation protocols.
  • Support internal and external audits by providing requested documentation and evidence of payment processing.

    • VERIFICATION & CALLBACKS

  • Conduct call-backs for payments, where required, to verify authenticity and ensure instructions are from approved signatories.
  • Document the outcome of call-backs and ensure all validation steps are logged appropriately.

    • ISSUE RESOLUTION

  • Investigate and resolve payment-related issues in coordination with banks, clients, or internal departments.
  • Escalate delays, irregularities, or concerns to the Payments Team Leader or Compliance team promptly.

    • COMMUNICATION & COLLABORATION

  • Liaise with internal stakeholders (fund accounting, authorizers, etc.) to ensure smooth payment operations.
  • Respond to payment queries from clients or other internal stakeholders in a professional and timely manner.

    • PROCESS IMPROVEMENT & SUPPORT

  • Identify opportunities to improve payment efficiency and reduce operational risk.
  • Support the onboarding of new clients by assisting in the setup of bank accounts, payment processes and documentation flows.
  • Participate in training sessions and team meetings to stay updated on systems and processes.

    • OTHER TASKS

  • Any ad-hoc tasks required. The skills required of the successful candidate are as follows :

    • TECHNICAL & FUNCTIONAL SKILLS

  • Strong understanding of payment processing systems and banking platforms. High level of accuracy in data entry, document checking, and payment instruction preparation.
  • Knowledge of AML, KYC, and fraud prevention controls as they relate to payment authorisation.
  • Familiarity with financial services operations, particularly in fund administration or investment management environments.
  • Experience with internal controls and compliance frameworks.
  • Understanding of SLAs and KPI reporting.

    • ORGANISATIONAL SKILLS

  • Ability to prioritise tasks and meet deadlines in a high-volume, deadline-driven environment.
  • Follows standard operating procedures and contributes to maintaining process integrity.
  • Comfortable handling multiple payment instructions or queries simultaneously without compromising accuracy.

    • COMMUNICATION & INTERPERSONAL SKILLS

  • Excellent verbal and written communication skills for both client and internal interactions.
  • Ability to communicate clearly with external banks, clients, and auditors.
  • Professional and diplomatic approach when handling queries.
  • Works effectively within a team environment, supporting peers and escalating issues when needed.

    • PROBLEM SOLVING & INITIATIVE

  • Able to spot inconsistencies or potential risks in payment instructions and raise them appropriately.
  • Takes initiative to resolve issues, suggest improvements, or prevent potential errors before they escalate.

    • INTEGRITY & CONFIDENTIALITY

  • Maintains strict confidentiality when handling sensitive banking and client information.
  • Adheres strictly to internal controls, approval protocols, and regulatory requirements.

    • ETHICAL JUDGMENT & CONFIDENTIALITY

  • High level of integrity and discretion, especially when handling sensitive financial data.
  • Commitment to upholding internal control standards and protecting client confidentiality. Personal characteristics

    • DETAIL-ORIENTED

  • Precision is critical in payments; a keen eye for detail ensures accuracy, avoids costly errors, and protects against fraud.

    • HIGHLY ORGANISED

  • Ability to manage multiple deadlines, prioritise tasks, and keep the team on track in a fast-paced environment.

    • ETHICAL AND TRUSTWORTHY

  • Handles sensitive financial data and client funds—must demonstrate high integrity, confidentiality, and sound judgment.

    • ACCOUNTABLE

  • Takes ownership of the function, follows through on responsibilities, and escalates issues appropriately when needed.

    • PROACTIVE

  • Anticipates risks, identifies process inefficiencies, and drives improvements without needing direction.

    • CALM UNDER PRESSURE

  • Maintains professionalism and clarity during tight deadlines, client escalations, or high-volume payment periods.

    • COLLABORATIVE AND TEAM-ORIENTED

  • Works effectively with other departments.

    • CLIENT-CENTRIC

  • Understands the impact of payment processing on the client relationship; communicates clearly and prioritises service delivery.

    • STRONG COMMUNICATOR

  • Articulates clearly in both written and verbal communication—especially important when resolving client queries or working with senior stakeholders.
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