Compliance Administrator

At Masthead (Pty) Ltd, our passion is keeping businesses in business. As a national supplier of practice management and business development services, and compliance monitoring of FAIS, FICA, POPI, and NCR, Masthead assists Independent Financial Advisors, corporate FSPs and other business sectors throughout South Africa so they can stay in business, improve productivity and prosper. We know this can only be achieved through the calibre of people we employ – people who are client focused, set themselves high standards of delivery and have a willingness to go the extra mile.

POSITION SUMMARY

This is a back-office support role suited to an individual who enjoys structure, coordination, accuracy and ensuring that the details behind a busy professional team are consistently well managed.

The Compliance Administrator provides dedicated administrative and operational support to an allocated team of Compliance Officers and Compliance Consultants, with responsibility for coordinating diaries and meetings, maintaining accurate client and compliance records, preparing documentation, tracking outstanding requirements and ensuring consistent administrative follow-through.

The role is focused administrative execution and operational support under supervision and does not carry the responsibility for independent compliance conclusions, professional advice or final sign-off.

DUTIES AND RESPONSIBILITIES

Diary & Schedule Management

• Plan, manage and coordinate diaries, appointments and meetings for Compliance Officers and Compliance Consultants.
• Schedule and coordinate monthly and quarterly compliance and implementation meetings.
• Proactively coordinate calendars around urgent requests, deadlines and client engagements.

Meeting Preparation & Coordination

• Prepare agendas, supporting documentation and upload compliance reports to the auditing system in advance.
• Coordinate logistics for virtual and in-person meetings.

Client File and Data Management

• Maintain client information, engagement timelines, audit files and tracking systems.
• Collaborate with the Regional Administrator and stakeholders to keep CRM system data current;
• Organise audit evidence, follow-up trackers and remediation records and supporting documents under the direction of / in accordance with established processes and requirements.
• Maintain orderly electronic and physical filing systems

Task and Requirement Follow-Ups

• Track outstanding compliance deliverables, requirements and administrative actions.
• Follow up with team members, clients and stakeholders regarding outstanding tasks, information and document submissions.

Document Editing and Presentation Support

• Edit, format and proofread compliance documents, Excel trackers, PowerPoint presentations and training materials.
• Prepare accurate, clear, consistent and brand-aligned documents

Process Support

• Assist with compliance workflows, checklists and templates.
• Provide general panel and administrative support to enhance team efficiency.
• Support the effective administration and coordination of compliance activities in accordance with established processes and procedures.

MINIMUM REQUIREMENTS - QUALIFICATIONS & EXPERIENCE

• National Diploma or equivalent qualification in Office Administration, Business Management, Compliance or a related field.
• At least two years' experience in compliance administration, team administration or a comparable support role.
• Advanced proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
• Experience with Microsoft Teams, shared drives, CRM or document-management experience is advantageous.
• Experience in financial services, compliance or professional services is preferred.
• Proven experience in complex diary and meeting coordination, document management, stakeholder communication and structured administrative follow-through.

COMPETENCIES AND SKILLS

• Strong ability to organise workload, coordinate multiple priorities and manage diaries, meetings and deadlines effectively.
• High level of accuracy when managing client records, documentation, compliance information and administrative data.
• Able to prioritise competing demands and manage time effectively in a deadline-driven environment.
• Strong ability to prepare, format, proofread, organise and maintain professional documentation and records.
• Takes ownership of the quality and completeness of administrative outputs and maintains consistent standards.
• Anticipates administrative requirements, identifies potential issues and follows up without requiring constant direction.
• Provides responsive, professional and dependable support to a team and relevant stakeholders.
• Works effectively with teams, administrators and other stakeholders.
• Able to respond calmly and effectively to changing priorities, urgent requests and competing deadlines.
• Proficient in both written and spoken English, with the ability to communicate clearly, professionally and accurately with internal and external stakeholders.

Masthead is committed to transformation. Meeting our employment equity goals will be taken into account in our recruitment decisions.

Should you not have had a response from us within a 2-week period, please deem your application as unsuccessful.

Work Location: In person