Estate Late Administrator

We are looking for a highly organised, detail-oriented and proactive Estate Late Administrator to manage the administration of deceased estate matters relating to Share Block portfolios.

This role involves managing each matter from the initial notification of death through to determining the appropriate resolution, whether that involves a name change, transfer of shares or another approved process.

You will be responsible for ensuring that all required estate documentation is obtained, verified and properly recorded. Where a share transfer is required, you will prepare a complete and accurate handover pack for the Share Transfer Administrator, who will manage the transfer process through to finalisation.

This position would suit someone with strong administrative skills, a methodical approach to their work and the confidence to communicate professionally with a range of stakeholders. You should be comfortable managing multiple cases, following up consistently and ensuring that no matter is overlooked.

Key Responsibilities

About the Role

We are looking for a highly organised, detail-oriented and proactive Estate Late Administrator to manage the administration of deceased estate matters relating to Share Block portfolios.

This role involves managing each matter from the initial notification of death through to determining the appropriate resolution, whether that involves a name change, transfer of shares or another approved process.

You will be responsible for ensuring that all required estate documentation is obtained, verified and properly recorded. Where a share transfer is required, you will prepare a complete and accurate handover pack for the Share Transfer Administrator, who will manage the transfer process through to finalisation.

This position would suit someone with strong administrative skills, a methodical approach to their work and the confidence to communicate professionally with a range of stakeholders. You should be comfortable managing multiple cases, following up consistently and ensuring that no matter is overlooked.

Deceased Estate Administration

• Receive and assess deceased estate notifications and determine the appropriate administrative process for each Share Block portfolio.
• Request, verify and maintain all relevant estate documentation, including death certificates, Letters of Executorship or Authority, wills, Liquidation and Distribution Accounts, powers of attorney and FICA documentation.
• Liaise professionally with executors, estate administrators, attorneys, fiduciary practitioners, heirs, beneficiaries and other authorised representatives.
• Obtain relevant information from the Master’s Office, Department of Justice and Government Gazette where required.
• Monitor outstanding documentation, instructions and information, ensuring that each matter progresses towards resolution.
• Determine whether a portfolio requires a share transfer, name change, placement in abeyance pending further instruction or another approved process.
• Prepare Estate Late correspondence and supporting administrative documentation.
• Attend to Section 29 creditor notices, estate claims, Master’s Office enquiries and related follow-ups where applicable.

Share Transfer Preparation and Handover

• Compile and verify all required estate documentation where a transfer of shares is necessary.
• Prepare a complete, accurate and properly supported handover pack for the Share Transfer Administrator.
• Ensure that the relevant estate instructions and supporting documents are clearly recorded and communicated to facilitate the transfer process.

Account Management and Reporting

• Monitor outstanding levies, fees, settlements and other amounts due by deceased estates, following up on account-related matters requiring resolution.
• Maintain accurate Estate Late records, system statuses, master spreadsheets, diary dates and electronic supporting documentation.
• Reconcile Estate Late records against system reports and assist with monthly statistics and management reporting.
• Actively monitor outstanding cases, ensuring consistent follow-up and helping to prevent unnecessary delays and administrative backlogs.

Compliance and Confidentiality

• Maintain strict confidentiality when handling sensitive personal, financial and estate information.
• Ensure compliance with POPIA, applicable FICA requirements, deceased estate procedures and internal policies.
• Follow established processes and maintain accurate, complete and auditable records.

Requirements

Minimum Requirements and Experience

• Practical administrative experience in deceased estate administration or a closely related environment.
• Experience working with executors, attorneys, the Master’s Office and deceased estate documentation will be highly advantageous.
• Familiarity with documents such as wills, Letters of Executorship or Authority and Liquidation and Distribution Accounts.
• Experience in a Share Block, timeshare, sectional title, property or related ownership environment will be beneficial.
• An understanding of FICA requirements and deceased estate administration processes.
• Strong Microsoft Office skills, particularly Excel, with the ability to manage spreadsheets, electronic records and high volumes of documentation.
• Excellent written and verbal communication skills in both English and Afrikaans.
• A valid driver’s licence and own reliable transport.
• Ability to commute reliably to the Lombardy Business Park / Pretoria East area.

Key Competencies

• Exceptional attention to detail: Ensures that documentation, records and information are accurate and complete.

• Strong organisational skills: Manages multiple cases, deadlines and follow-ups systematically.

• Excellent communication: Engages professionally and confidently with a variety of stakeholders in both English and Afrikaans.

• Accountability and follow-through: Takes ownership of outstanding matters and ensures that actions are followed through to completion.

• Problem-solving ability: Investigates outstanding issues, identifies missing information and works towards practical solutions.

• Professional judgement and discretion: Handles sensitive information with maturity, confidentiality and care.

• Resilience and adaptability: Remains professional under pressure, responds constructively to feedback and adapts to changing priorities.

• Process-driven thinking: Understands the importance of accurate records, clear procedures and effective handovers.

The Ideal Candidate

You are a dependable, mature and methodical administrator who takes pride in getting the details right. You enjoy bringing structure to complex administrative processes, are comfortable following up with different stakeholders and understand the importance of keeping matters moving.

You are proactive rather than reactive, able to manage your workload independently and committed to delivering accurate, professional and reliable administrative support.

If you have experience in deceased estate administration and enjoy a role that combines detailed paperwork, stakeholder communication and structured case management, we would love to hear from you.

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