Estate Late Administrator – Deceased Estate Management

About the role

The Estate Late Administrator is responsible for managing deceased estate matters for Share Block portfolios from the notification of death through to resolution, including transfers, name changes or other approved processes. The role ensures all estate requirements are met before handing the case to the Share Transfer Administrator for final share transfer processing.

Key responsibilities

• Receive and assess deceased estate notifications and determine the appropriate administrative process.
• Request, verify and maintain required documentation such as death certificates, Letters of Executorship, wills and FICA documents.
• Liaise with executors, attorneys, heirs and other authorised representatives to obtain outstanding information.
• Monitor estate matters, follow up on missing documentation and assess the appropriate outcome (transfer, name change, abeyance, etc.).
• Prepare correspondence, handover packs and ensure the Share Transfer Administrator receives complete, supported files.
• Maintain accurate records, spreadsheets and system statuses, and assist with monthly reporting.

Required profile

• Practical experience in deceased estate, fiduciary or legal administration, preferably within a Share Block or property environment.
• Familiarity with FICA requirements, estate documentation and interaction with the Master’s Office or Department of Justice.
• Strong organisational skills, attention to detail and ability to manage multiple estate matters simultaneously.
• Excellent written and verbal communication, professional client service and sound judgement.

Required skills

• Microsoft Office (including Excel and Word)
• Use of administrative systems and electronic records management