Assistant

Allan Gray Proprietary Limited; Cape Town; On-site; ZAR 240,000 - 320,000; Full time

Job summary

Allan Gray Proprietary Limited in Cape Town seeks an Assistant in Facilities Management to provide essential admin support to the Facilities team, focusing on invoices, POs, records, and vendor data. The role requires meticulous entry and adherence to processes for timely payments.

Applicants should hold Matric, have 3–4 years of admin experience, and be proficient in MS Office and Excel. BC experience is advantageous.

Qualifications

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

Responsibilities

• Process purchase orders and invoices in Business Central (BC).
• Capture and reconcile credit card expenditure.
• Maintain and track monthly invoices for timely processing.
• Process and monitor overtime-related administrative requirements.
• Maintain centralised filing for travel relocation invoices.
• Maintain records and supporting documentation from service providers for financial capturing and reconciliation.
• Ensure invoices are filed and accessible for audits.
• Maintain and update the vendor database.
• Assist with vendor onboarding and admin support.
• Coordinate and administer voucher distribution.
• Manage onboarding/removal of users on internal and external platforms.
• Provide general admin support to the Facilities team.

Skills

Administrative skills

Organisational skills

Attention to detail

Confidentiality

Planning and coordination

Communication skills

Problem-solving

Team collaboration

Customer service orientation

Independent work

Education

Matric (Grade 12)

Tools

Microsoft Dynamics 365 Business Central (BC)

Microsoft Excel

Microsoft Office

Job description

Career Opportunities: Assistant | Facilities Management | Office Team (9117)

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

• 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.
• 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.
• 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.

Closing Date

17 September 2026

Please include a copy of your matric certificate with your application.