Trust Officer Assistant at RecruitMyMom

Job Description

• Operating within an established and client-focused trust and investment management firm, this role delivers critical administrative support to a dedicated team of Trust Officers. The position focuses on executing investment administration, managing follow-up client correspondence, and ensuring all transactional instructions are actioned accurately and timeously. It is well-suited for a structured administrative professional aiming to maintain high compliance and operational excellence within a wealth preservation environment. Permanent, full-time in office - R25 000 - R30 000 per month. 

Key Responsibilities:

• Investment & Share Administration: Collate all required documentation relating to the administration of local and offshore investment instructions, encompassing redemptions, asset switches, and share dealing workflows.
• System Capturing & Verification: Secure necessary authorities, and prepare and capture transaction data accurately within internal platforms, specifically Fundamental and the PTC/CRM system.
• Financial Transaction Processing: Manage daily and monthly EFT payments to and on behalf of clients, executing all mandatory verifications and capturing entries within the Cashman/CRM infrastructure.
• Account Balance Monitoring: Review debit balances systematically and actively assist Trust Officers to implement corrective actions.
• Client Onboarding & Data Management: Coordinate the onboarding lifecycle for new clients, taking ownership of all client take-on documentation and internal system indexing.
• Invoicing & Trust Payments: Prepare quarterly invoices for ad hoc fee structures and administer trust administration requirements along with their related payment components.
• Client Liaison & Reporting: Act as a reliable point of contact for clients, beneficiaries, and third-party providers, ensuring prompt and accurate query resolution. Collate client tax records alongside monthly and quarterly reporting packages.
• Compliance & Record Keeping: Retain ownership of electronic and physical filing structures for investment administration, ensuring advisory records fully adhere to applicable financial services legislation and compliance rules.
• Secretarial & Collaborative Support: Deliver comprehensive secretarial assistance, including document typing, filing, faxing, client correspondence management, diary tracking, and event management while offering back-up support to team colleagues.

Requirements

• A minimum of 3 to 5+ years of dedicated experience as a brokers' assistant or brokers' secretary.
• Proven experience specifically dealing with investment administration instructions, data capturing, and transaction follow-ups.
• Exceptional precision with a proven track record of being highly accurate and deadline-oriented.

Preferred Qualifications

• Financial planning or FAIS-aligned formal qualifications are preferred.

Required Software Skills

• Internal Investment & Client Systems (e.g., Fundamental or equivalent portfolio software)
• CRM Infrastructure (e.g., PTC/CRM systems or comparable databases)
• Payment Processing Software (e.g., Cashman or standard electronic fund transfer systems)
• Core Office Utilities (Applications for digital filing, professional typing, and scheduling)