Administrator - Private Equity South Africa

About the role

The Apex Group was established in Bermuda in 2003 and is now one of the world's largest fund administration and middle office solutions providers. Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide.Your career with us should reflect your energy and passion. That's why, at Apex Group, we will do more than simply 'empower' you. We will work to supercharge your unique skills and experience. Take the lead and we'll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities. For our business, for clients, and for you 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: 1. 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. 2. 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. 3. 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. 4. 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. 5. 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. 6. 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. 7 . OTHER TASKS  Any ad-hoc tasks required. The skills required of the successful candidate are as follows: 1. 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. 2. 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. 3. 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. 4. 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. 5. INTEGRITY & CONFIDENTIALITY  Maintains strict