Client Engagement and Estate Reporting

-Introduction

Momentum, a financial services provider of choice since 1966, known for its entrepreneurial spirit and innovative culture is committed to wealth creation and preservation, insurance, and income protection for all our clients. We do this through our understanding of the retail insurance, savings, and investment markets in SA.
Role Purpose

This role is a critical function within the estates team, as the way in which a matter is dealt with in the take on phase (and this includes reference to the Legal advisor) sets the tone and ultimate success for the administration of the matter, which can be with us for two years. It is also not a normal day to day administration function, as in each and every case, normally, a bread winner has died, and this puts significant stress into the first interaction, ranging from clients and planners simply not knowing what to expect as it is a legal process and not one of administration alone, and there may be many unintended consequences that arise from incorrect or insufficient planning or errors in the Will, that can lead to significant frustration, resentment, guilt and anger, and the incumbent must be able to deal with these issues in a knowledgeable, firm but supportive way.
Requirements

Experience
- At least 3 years of working as an estate administrator with an Estates budget (not an assistant to an Estate
administrator) to be fully familiar with the legal and technical requirements of the role.
- IT background, data base design / use, report design and implementation and general system process
management will be critical.
- Fully bilingual (English and Afrikaans) as the planner / client community is at least 50/ 50 English / Afrikaans
with perhaps a slight bias to an Afrikaans majority.
- A client supportive engaging personality with empathy, integrity and supportiveness as key skills but also
tempered with the ability to be firm in that due legal process must take effect.
- A strong process management mindset, to ensure the requirements of the administration of Estates act
requirements in the job are followed as required to prevent delays in latter parts of the legal process.
- A strong administration mindset with an eye for detail to ensure the legal documentation and accounting
aspects of the role are processed appropriately.
Duties & Responsibilities
- Be accountable for the interaction between heirs/planners around the reporting of a Deceased client to Momentum Trust Estates area.- Guide the heirs/ planners in the legal process to be followed in the reporting process and in particular around the process and documentary differences between:

- Section 18(3) Estates)
- Insolvent Deceased estates:

- Estates with gross asset values exceeding R 250000 that are not Insolvent.
- Intestate succession
- Be fully aware of the implications of each Marital type and how they impact the estate process
- Arrange with the Estates Legal advisor an appropriate time to meet with client's/ planner, on any given day,
and manage the meeting interaction with the heirs/ planner and legal advisor:

- To prioritize the matters as per the defined framework.
- To maximize the Legal advisors trip schedule to meet with clients for the interview and subsequentlodgment of documents with the respective 12 Masters Offices throughout the country (they only operate between 7:45 and 12 noon) Care: Pre and Post COVID Impact.
- Integrate such travel/ Appointment schedule to coincide with lodgment of estate accounts, and various legal queries derived from the various Masters Office's, resolved on an ongoing basis by the Legal advisor.
- Minimize the cost of such travel arrangements, if applicable post COVID.
- Send the Planner/ heirs the reporting document from which, once received, the incumbent is required to prepare the following which the legal advisor then completes to lodge with the High Court:

- A reporting pack of the various legal reporting documents depending on which of the 3 reporting
processes above, are applicable.
- A full download of the Astute printout (after we hold LOE).
- A full download from Searchworks (used to prioritise meetings)
- Address and contact details as required for heirs and Planner.
- Be accountable for the Business administration role associated with the take on process:

- Maintain the records of all new matters pending take on and where each matter is in the process and used for Board reporting.
- Maintain the records of all matters renounced with a full record of the reasons, copies of correspondence to all parties as well as the confirmation of lodgment of the Original Will with the Master of the High court, and their confirmation of receipt.
- Maintain a record of each matter as to when it is allocated to an estate administrator by updating the management records as to:

- Full client details, including ID number, applicable master of the High Court and preliminary asset values and to whom matter has been allocated (both internal and external Exec