Payments 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:

TECHNICAL & FUNCTIONAL SKILLS

• Strong understanding of payment processing systems and banking platforms. High level of accuracy in data entry, document checking, and payment instruction preparation.
• Knowledge of AML, KYC, and fraud prevention controls as they relate to payment authorisation.
• Familiarity with financial services operations, particularly in fund administration or investment management environments.
• Experience with internal controls and compliance frameworks.
• Understanding of SLAs and KPI reporting.

ORGANISATIONAL SKILLS

• Ability to prioritise tasks and meet deadlines in a high-volume, deadline-driven environment.
• Follows standard operating procedures and contributes to maintaining process integrity.
• Comfortable handling multiple payment instructions or queries simultaneously without compromising accuracy.

COMMUNICATION & INTERPERSONAL SKILLS 

• Excellent verbal and written communication skills for both client and internal interactions.
• Ability to communicate clearly with external banks, clients, and auditors.
• Professional and diplomatic approach when handling queries.
• Works effectively within a team environment, supporting peers and escalating issues when needed.

PROBLEM SOLVING & INITIATIVE 

• Able to spot inconsistencies or potential risks in payment instructions and raise them appropriately.
• Takes initiative to resolve issues, suggest improvements, or prevent potential errors before they escalate.

INTEGRITY & CONFIDENTIALITY

• Maintains strict confidentiality when handling sensitive banking and client information.
• Adheres strictly to internal controls, approval protocols, and regulatory requirements.

ETHICAL JUDGMENT & CONFIDENTIALITY 

• High level of integrity and discretion, especially when handling sensitive financial data.
• Commitment to upholding internal control standards and protecting client confidentiality. Personal characteristics

DETAIL-ORIENTED 

• Precision is critical in payments; a keen eye for detail ensures accuracy, avoids costly errors, and protects against fraud.

HIGHLY ORGANISED 

• Ability to manage multiple deadlines, prioritise tasks, and keep the team on track in a fast-paced environment.

ETHICAL AND TRUSTWORTHY 

• Handles sensitive financial data and client funds—must demonstrate high integrity, confidentiality, and sound judgment.

ACCOUNTABLE 

• Takes ownership of the function, follows through on responsibilities, and escalates issues appropriately when needed.

PROACTIVE 

• Anticipates risks, identifies process inefficiencies, and drives improvements without needing direction.

CALM UNDER PRESSURE 

• Maintains professionalism and clarity during tight deadlines, client escalations, or high-volume payment periods.

COLLABORATIVE AND TEAM-ORIENTED 

• Works effectively with other departments.

CLIENT-CENTRIC 

• Understands the impact of payment processing on the client relationship; communicates clearly and prioritises service delivery.

STRONG COMMUNICATOR 

• Articulates clearly in both written and verbal communication—especially important when resolving client queries or working with senior stakeholders.