Fiduciary Administrator

Job Specification: Fiduciary Administrator

Role Overview

To provide high-quality administrative and operational support to the Fiduciary team, ensuring efficient trust administration, regulatory compliance, and accurate execution of trustee instructions. This role enables senior fiduciary professionals to focus on advisory, governance, and risk oversight.

• Position: Fiduciary Administrator
• Location: Johannesburg
• Reports to: Head of Fiduciary
• Structure: A tight-knit, high-performance team that values transparency, strong communication, attention to detail, and ambitious self-starters. Hierarchy takes a back seat to initiative, results, and value-add.

1. Trust & Fiduciary Administration

• Administer new and existing trusts in accordance with the Trust Property Control Act and internal best practice standards.
• Draft trust resolutions, minutes, trustee amendments, and related documentation.
• Prepare and maintain complete trust packs and statutory records.
• Liaise with the Master of the High Court (Johannesburg & Pretoria), SARS, accountants, auditors, and external service providers.
• Submit, track, and follow up on trust-related filings with the Master and SARS.

1. Compliance & Governance Support

• Ensure trust files remain audit-ready with up-to-date FAIS, FICA, and statutory documentation.
• Maintain accurate records of trustee decisions and actions.
• Support regulatory and internal audits.

1. Client & Stakeholder Liaison

• Act as a primary point of contact for trustees, beneficiaries, and professional advisers.
• Coordinate documentation requests and follow-ups.
• Manage diary entries, meetings, and trustee communications.

1. Operational & Administrative Support

• Manage trust bank account support functions, payments, and distributions (under instruction).
• Maintain asset registers and trust schedules.
• Collate information for financial statements and tax submissions.
• Handle scanning, filing, indexing, and electronic document management.
• Oversee task allocation, follow-ups, and reporting on outstanding actions.

• Professional Certificate in Estate and Trust Administration.
• Formal training in fiduciary, estate, or trust administration.

• Minimum 57 years experience in trust / fiduciary administration.
• Practical experience dealing with the Master of the High Court and SARS.
• Strong drafting skills (resolutions, minutes, correspondence).
• High attention to detail and strong organizational skills.
• Excellent written and verbal communication (English is essential; Afrikaans is advantageous).
• Strong Microsoft Office skills (Word, Excel, Outlook).
• Proven ability to handle confidential information with discretion.

• Highly organized and process-driven.
• Proactive, reliable, and deadline-focused.
• Comfortable working independently as well as within a professional services environment.
• Strong sense of accountability and governance awareness.
• Possess a tenacious work ethic, deep collaboration skills, and a healthy curiosity.