ESTATE LATE ADMINISTRATOR / DECEASED ESTATE ADMINISTRATOR

Introduction

Role Purpose

To manage the administration of deceased estate matters relating to Share Block portfolios from notification of death through to the point where the matter can be resolved by transfer, name change, cancellation or another approved process.

Where a transfer of shares is required, the Estate Late Administrator is responsible for ensuring that the deceased estate requirements have been properly addressed and that the matter is ready for handover to the Share Transfer Administrator, who will manage and finalise the actual share transfer process.

Duties & Responsibilities

Key Responsibilities

Receive and assess deceased estate notifications and determine the appropriate administrative process required for each portfolio.

Request, verify and maintain all required deceased estate documentation, including death certificates, Letters of Executorship or Authority, wills, Liquidation and Distribution Accounts, powers of attorney and supporting FICA documentation.

Liaise with executors, estate administrators, fiduciary practitioners, attorneys, heirs, beneficiaries and other authorised estate representatives regarding outstanding requirements.

Liaise with or obtain information from the Master’s Office, Department of Justice and Government Gazette where required to establish estate or executor information.

Monitor deceased estate matters and follow up on outstanding documentation, instructions and supporting information until the estate position can be properly determined.

Assess whether the portfolio is to be transferred, subjected to a name change, placed in abeyance or dealt with through another approved process.

Prepare Estate Late correspondence and supporting administrative documents.

Where a transfer of shares is required, compile and verify the Estate Late documentation and formally hand the matter over to the Share Transfer Administrator for processing and finalisation of the share transfer.

Ensure that the Share Transfer Administrator receives a complete and properly supported handover pack together with the relevant estate instructions.

Attend to Section 29 creditor notices, estate claims, Master’s Office enquiries and related follow-ups where applicable.

Monitor outstanding levies, fees, settlements and amounts due by deceased estates and follow up on account matters requiring resolution.

Maintain accurate Estate Late records, system statuses, master spreadsheets, diary dates and supporting documentation.

Reconcile Estate Late records against system reports and assist with monthly statistics and management reporting.

Ensure that deceased estate matters are actively followed up and that matters do not remain unattended or fall into backlog.

Maintain strict confidentiality and comply with POPIA, FICA, deceased estate requirements and internal procedures

Desired Experience & Qualification

Candidate Requirements

The preferred candidate should have practical experience in deceased estate administration, fiduciary administration, legal administration or a similar environment.

Experience dealing with executors, the Master’s Office, attorneys, wills, Letters of Executorship/Authority and Liquidation and Distribution Accounts is strongly preferred.

Experience within a Share Block, timeshare, sectional title, property or related ownership environment would be advantageous.

Knowledge of FICA requirements, estate documentation and deceased estate administration processes is important.

The candidate must have strong Microsoft Office skills and be comfortable working with administrative systems, spreadsheets, electronic records and high volumes of supporting documentation.

Key Competencies

The successful candidate must be highly accurate and detail-orientated, organised and systematic, and able to manage multiple deceased estate matters simultaneously.

Strong written and verbal communication skills are essential, together with professional client service, sound judgement, problem-solving ability, confidentiality and consistent follow-up.

The candidate must also understand the importance of clear process handovers, particularly where an Estate Late matter progresses to a formal transfer of shares.

Ideal Background: Deceased Estates Administrator, Estate Administrator, Fiduciary Administrator, Estate Legal Secretary or an experienced legal/administrative professional with direct deceased-estate exposure.

Package & Remuneration

Salary:  Negotiable