Trust administrator

The Role

We are looking for an experienced Trust Administrator to own the administrative lifecycle of an allocated portfolio of South African inter vivos trusts - from signed trust deed and Master registration through to operational implementation and ongoing compliance.

This is not a general PA or filing role. You will be the person who knows exactly where every trust stands, what is outstanding, who must act next and whether the supporting records are complete. You will work closely with independent trustees, clients, AMG's accounting and tax teams, attorneys, banks, investment providers, SARS and the Master's Office.

Duties & Responsibilities

1. New trust establishment and implementation

• Open and own a complete implementation checklist for each new trust, coordinating the information, forms, supporting documents and signatures required for lodgement with the Master of the High Court.

• Track lodgements, respond to administrative queries and follow up until the Letters of Authority are issued.

• Coordinate trustee appointments, acceptances, security or exemption documentation where applicable, and related Master updates.

• Coordinate SARS income-tax registration, eFiling access and registered-representative requirements with the tax team.

• Coordinate the initial beneficial-ownership records and the separate reporting processes required by the Master and SARS.

• Prepare bank- and investment-account opening packs, trustee resolutions and FICA/KYC documentation from approved templates.

• Confirm that the required authority, registrations, bank mandates, records and approvals are in place before the trust begins operating.

2. Ongoing portfolio administration and governance

• Maintain a central trust register and a complete, consistently indexed electronic file for every trust, including the deed and amendments, Letters of Authority, trustee and beneficiary records, mandates and supporting identification.

• Prepare routine trustee resolutions, minutes and written consents from approved templates and actual trustee instructions; coordinate signature and retain final executed copies.

• Ensure trustee decisions and material transactions are documented before implementation wherever required - not reconstructed after the event.

• Coordinate trustee appointments, resignations, address changes and other amendments with the trustees, the Master and legal advisers.

• Maintain registers and supporting records for trust assets, loans, distributions and vesting decisions, donations, bank accounts, investments, material contracts and accountable institutions; ensure trust property is clearly identifiable in the trust's records.

• Schedule annual trust-administration reviews and follow every outstanding item through to closure.

3. Beneficial ownership, FICA and records

• Obtain, validate and securely retain the information and supporting documents required for founders, trustees, named beneficiaries, persons exercising control and other reportable beneficial owners.

• Maintain an accurate internal beneficial-ownership register, monitor change events and coordinate and evidence updates on the Master's Trust Beneficial Ownership Register.

• Coordinate the beneficial-ownership information and supporting documents required for SARS reporting and the annual ITR12T process.

• Ensure the Master and SARS beneficial-ownership records are tracked and updated as separate compliance processes.

• Maintain current FICA/KYC packs and obtain refreshed documents when details expire or change.

• Protect confidential personal and financial information and comply with AMG's document-retention, access-control and data-protection standards.

4. SARS and annual compliance coordination

• Maintain a tax-compliance calendar, monitor each trust's SARS compliance position, age outstanding matters and escalate risks early.

• Track annual financial statements or administration accounts, ITR12T returns, provisional-tax returns and IT3(t) reporting where applicable.

• Compile and quality-check the supporting pack for annual returns, including the trust instrument, Letters of Authority, financial statements, trustee minutes and resolutions, and beneficial-ownership documentation.

• Assist with SARS registrations, profile updates, verifications, requests for supporting documents and other trust-related correspondence.

• Keep adequate supporting records for distributions, vesting decisions, loans, donations and other transactions that may affect the trust's tax filings.

5. Banking, investments and transaction support

• Coordinate trust bank and investment account openings, mandate changes, authorised users, signatories and periodic KYC refreshes.

• Prepare transaction-specific administrative documents and resolutions from approved templates.

• Action administrative steps only on proper written trustee authority and retain a clear evidence trail.

• Reconcile the administrative records to the information held by the accounting, tax and investment teams and investigate discrepancies.

6. Client service, follow-up and reporting

• Act as the central administrative contact for trustees and clients on allocated trusts.

• Request documents clearly, explain why they are needed and follow up persistently until received.

• Liaise professionally with the Master's Office, SARS, independent trustees, attorneys, accountants, auditors, banks, financial advisers and investment providers.

• Provide concise status updates and a monthly exceptions report showing completed items, blockers, overdue or high-risk matters, next actions, owners and deadlines.

• Identify recurring process failures and improve checklists, templates, filing standards and workflow controls.

Desired Experience & Qualification

ESSENTIAL EXPERIENCE

• At least three years' hands-on experience administering South African inter vivos trusts in a fiduciary firm, trust company, accounting or tax practice, legal practice, private-wealth business or similar environment.

• Direct experience dealing with the Master of the High Court, including new registrations, Letters of Authority, trustee changes and beneficial-ownership register requirements.

• Working knowledge of SARS trust registration and eFiling administration, with an understanding of the ITR12T process and related supporting records.

• Experience preparing routine trustee resolutions and minutes and maintaining complete trust packs, registers and audit-ready files.

• A proven ability to manage a portfolio, multiple deadlines and persistent third-party follow-ups without losing detail.

ADVANTAGEOUS

• A relevant qualification in estate and trust administration, fiduciary services, paralegal studies, accounting, tax, law, finance or business administration.

• Experience in an accounting practice and with trust annual financial statements, loan accounts, distributions and tax-compliance workflows; familiarity with Xero, SARS eFiling, Microsoft 365, workflow systems and structured electronic document management.

THE PERSON WHO WILL SUCCEED

You notice the missing signature, outdated beneficial-owner record, unresolved Master query, undocumented loan or overdue SARS item before it becomes a problem. You are meticulous without becoming slow, persistent without becoming abrasive, and confident enough to take ownership while knowing when a matter requires legal, tax or fiduciary judgement.

• Exceptionally organised, accurate and comfortable working from checklists, deadlines and evidence-based escalation.

• Clear, professional and confident in written and verbal communication with clients and institutions.

• Able to deal appropriately with medical professionals and other high-value clients.

• Discreet, trustworthy and careful with sensitive information.

• Calm under pressure and willing to follow matters through until they are genuinely closed.

Package & Remuneration

R20 000 per month