Assistant | Facilities Management | Office Team at Allan Gray Proprietary Limited

Job Description

• The Facilities Administration Assistant is responsible for providing administrative support to the Facilities team. The role focuses on processing invoices and purchase orders, maintaining accurate records, managing vendor information, and supporting employee-related administrative processes.

Key Responsibilities
Key responsibilities include but are not limited to:
Financial Administration

• Process purchase orders and invoices in Business Central (BC).
• Capture and reconcile credit card expenditure.
• Maintain and track all monthly invoices to ensure timely processing and payment.
• Process and monitor overtime-related administrative requirements.

Invoice and Records Management

• Maintain a centralised filing system for all travel relocation invoices.
• Maintain records and supporting documentation from service providers for financial capturing and reconciliation.
• Ensure all invoices are correctly filed and easily accessible for audit and reporting purposes.

Vendor Management

• Maintain and update the vendor database.
• Ensure vendor information, documentation, and contact details remain current and accurate.
• Assist with vendor onboarding and administrative support as required.

Employee Support Administration

• Coordinate and administer voucher distribution.
• Manage onboarding and removal of users from internal and external platforms in accordance with business requirements.
• Provide general administrative support to the Facilities team and related stakeholders.

Qualifications and Experience

• Matric (Grade 12) is essential.
• Minimum of 3-4 years' relevant administrative experience.
• Experience working with Microsoft Dynamics 365 Business Central (BC) will be advantageous.
• Proficient in Microsoft Office applications, particularly Excel.

Competencies

• Strong administrative and organisational skills.
• High level of accuracy and attention to detail.
• Ability to maintain confidentiality of sensitive information.
• Good planning and coordination abilities.
• Effective problem-solving skills.
• Ability to work independently and as part of a team.
• Customer service orientated with a proactive approach.
• Ability to manage multiple tasks and meet deadlines.
• Good communication and interpersonal skills.

Deadline:17th September,2026