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

Role Purpose

• The main purpose of this role is to provide comprehensive administrative systems, reporting, stock control, and travel-related support to the Administrative Manager. The role ensures accurate record keeping, effective systems coordination, timely reporting, and efficient administration to support the smooth operation of the Facilities Management department.

Responsibilities

• Coordinate internal function services to ensure a professional and seamless experience for clients and visitors, including venue setup, parking, security, and cleaning arrangements.
• Manage company-approved long-stay apartment accommodation by coordinating monthly allocations, responding to business requests, liaising with service providers on availability, and optimising occupancy and costs. Communicate capacity updates, handle ad hoc and early arrival requests, guide employees on personal arrangements, and ensure billing accuracy and compliance with company policies.
• Oversee ISM requests and incidents by distributing them appropriately, ensuring quality allocation, and monitoring response effectiveness. Compile and distribute weekly performance and statistics reports to relevant stakeholders.
• Manage stock control processes by posting stock requests daily, ensuring accurate issuing of items, conducting monthly and ad hoc stock counts, and maintaining proper documentation to support audits.
• Administer travel and accommodation processes by tracking agreements, producing usage reports, maintaining approved accommodation lists, verifying charges, sourcing accommodation where required, and ensuring invoices are processed accurately and timeously.
• Support canteen operations by managing systems and processes, overseeing reporting, and acting as the liaison between the service provider and internal stakeholders.
• Maintain department records by organising and filing facilities documentation, including technical drawings, compliance certificates, warranties, OHSE records, and service provider documentation to ensure audit readiness.
• Produce and maintain departmental reports and dashboards, including grocery, cleaning, and technical consumption reports. Update evacuation system records, maintain communication lists, monitor vehicle usage reports, manage staff leave records, and compile monthly travel expenditure reports.
• Provide daily operational support by maintaining the technical tool tracking system, coordinating resource bookings, and delivering general administrative support. Additional duties may be assigned as required.

Key Skills and Competencies

• Strong administrative and organisational skills with high attention to detail. Ability to manage multiple priorities and meet deadlines. Strong customer service orientation with a focus on professionalism. Solid reporting and data management capability with advanced Excel proficiency. Experience working with systems and dashboards, along with strong communication and coordination skills.

Requirements

• 3–5 years’ experience in an administrative, facilities, or operations support role
• Experience in stock control or inventory administration (advantageous)
• Experience coordinating travel and accommodation processes

Education

• Grade 12 / Matric required
• Relevant administration or facilities support qualification (advantageous)

Deadline:31st August,2026