Administrative Assistant (Bookings & Office Administrative Support)

ENTERTAINMENT INDUSTRY BUSINESS

Established 14 Years | Business park in Maitland, Cape Town

Job Description

(Administrative Assistant (Bookings & Office Support)

Position

Administrative Assistant (Bookings & Office Administrative Support)

Reports to

Office Manager

Location

On-site, business park in Maitland, Cape Town (exact address shared with shortlisted candidates)

Type

Permanent, full-time (Monday–Friday). A part-time arrangement

Package

R12,000 – R15,000 per month (full-time)

Purpose

Provide administrative support across the bookings, finance, and operations functions

About the Role

We are a specialised Services, Equipment, Artist & Performers Company based in Cape Town. With 15 years of experience working in this sector, we have garnered and established a well-known reputation in our field and industry, and continue to rapidly grow our client base. We are looking for an experienced administrative assistant to support our bookings, finance, and operations functions.

Reporting to the Office Manager, this role provides day-to-day administrative support that keeps the business running smoothly — managing records, processing invoices, and coordinating the paperwork behind every booking. It is a varied, hands-on role suited to an organised professional who takes ownership of their work and ensures accuracy across the board.

Key Responsibilities

CRM & data Management (Zoho CRM Proficiency will be an Advantage)

If the successful candidate is not Zoho Proficient, training will be provided by the company.

• Log every incoming enquiry and lead into Zoho CRM accurately and on the same day.
• Keep deal records up to date — move deals through the correct stages, update event dates, contact details, and notes.
• Maintain a clean, reliable pipeline so nothing falls through the cracks and reporting is trustworthy.
• Flag stale leads and deals stuck in a stage so the team can act on them quickly.

Invoicing & Finance Admin (Xero & Dext)

• Raise and send client invoices and booking agreements accurately and on time.
• Follow up on outstanding and overdue payments and keep a clear record of who owes what.
• Capture supplier invoices and receipts into Dext and keep paperwork organised for the finance function.
• Support the monthly payment run and basic finance admin.

Supplier & Event Admin

• Coordinate with suppliers and venues — confirmations, paperwork, and logistics admin.
• Prepare and track booking agreements and contracts through to signature.
• Keep event files complete and accessible for the operations team.
• General office and warehouse admin to keep the operation running smoothly.

Stock & Verification

• Assist with store stock counts and reconcile counts against records.
• Spot-check and verify details for accuracy across records, paperwork, and stock.
• Follow up on and resolve any discrepancies identified during checks.
• Escalate any Stock & Verifications issues directly to the Office Manager.

What we're looking for

Essential

• Minimum 10 years of administrative, office, or bookings/coordination experience within the Corporate Events, Entertainment, and Hospitality Corporate sector.
• Highly organised with strong attention to detail and accuracy.
• Comfortable with CRM systems (Zoho is an advantage) and confident in email, Google Drive shared spreadsheets, and cloud-based tools.
• Full Microsoft Suite Proficiency is essential to this role.
• Strong written and verbal English and professional client communication.
• Able to manage multiple tasks and deadlines effectively.
• Reliable, proactive, and able to work on-site at a business park in Maitland (conveniently located on a major public transport route — within 1 km of the train station and on a direct bus route).
• Your own transport will be seen as an advantage.
• No criminal record, A criminal record and a police clearance may be requested at the applicant's cost.
• Must have a clear credit check, and a credit check may be required.

Advantageous

• Experience in events, hospitality, or a creative agency environment.
• Exposure to invoicing tools (Xero) and receipt capture (Dext).
• Experience supporting a busy team across multiple functions.
• Advanced Training Opportunities.

Remuneration Package

• Cost to Company: R12,000 – R14,000 per month, depending on experience, and is negotiable based on relevant experience.
• 3 Month: Probation Period
• Hours: Full-time, Monday to Friday, on-site.

Application Process

• To apply: Send your updated CV (no more than 3 pages) with 3 written and contactable references on company letter heads and signed by your then superior, and a short 3 to 5 paragraphs about you and why this on why this role would suit you to [email protected] with the subject line “Admin Assistant Vacancy [Your Name]”.

Shortlisted Candidates will be notified of an online meeting and, if successful, be invited to an in-person interview at our offices.

Should you not have heard back from us in two weeks after submitting your application, please consider it unsuccessful.

Pay: R12 000,00 - R15 000,00 per month

Experience:

• Administrative Assistant : 5 years (Required)

Work Location: In person