Administrator - Private Equity South Africa at Apex Group

Summary of the position

• The successful applicant is responsible for the accurate preparation, processing, and reconciliation of client payment instructions in accordance with established policies, procedures, and service level agreements. This role ensures that all payments are actioned on time, comply with relevant regulatory and anti-money laundering (AML) requirements, and are properly authorised in line with designated signatory lists.

The roles and responsibilities of the successful candidate are as follows:

PAYMENT PREPARATION & PROCESSING 

• Accurately prepare and capture payment instructions in accordance with internal procedures and client mandates.
• Ensure timely execution of all payments.
• Verify supporting documentation and authorizations prior to processing.
• Ensure complete and accurate filing of all payment instructions, supporting documentation, and confirmations.
• Maintain daily payment logs and reconcile against bank confirmations.

COMPLIANCE & CONTROLS 

• Perform required checks in line with AML, KYC, and fraud prevention controls before initiating payments.
• Ensure all payments are authorized in accordance with designated persons lists and escalation protocols.
• Support internal and external audits by providing requested documentation and evidence of payment processing.

VERIFICATION & CALLBACKS

• Conduct call-backs for payments, where required, to verify authenticity and ensure instructions are from approved signatories.
• Document the outcome of call-backs and ensure all validation steps are logged appropriately.

ISSUE RESOLUTION

• Investigate and resolve payment-related issues in coordination with banks, clients, or internal departments.
• Escalate delays, irregularities, or concerns to the Payments Team Leader or Compliance team promptly.

COMMUNICATION & COLLABORATION 

• Liaise with internal stakeholders (fund accounting, authorizers, etc.) to ensure smooth payment operations.
• Respond to payment queries from clients or other internal stakeholders in a professional and timely manner.

PROCESS IMPROVEMENT & SUPPORT 

• Identify opportunities to improve payment efficiency and reduce operational risk.
• Support the onboarding of new clients by assisting in the setup of bank accounts, payment processes and documentation flows.
• Participate in training sessions and team meetings to stay updated on systems and processes.

OTHER TASKS 

• Any ad-hoc tasks required. The skills required of the successful candidate are as follows: