Maintenance Procurement & Financial Administrator

Introduction

To provide comprehensive technical administrative, procurement, financial, and coordination support to the Maintenance Department by managing work orders, RFQs, tenders, quotations, invoices, vendor administration, reconciliations, compliance documentation, material delivery tracking, and maintenance reporting to ensure efficient, accurate, and cost-effective service delivery across all facilities

Duties & Responsibilities

Financial Performance Pillar: 25%

• Ensure timeous and accurate processing of maintenance-related financial documentation to support on-time reporting

• Support cost control by tracking maintenance-related costs, documentation gaps, and invoice discrepancies

• Assist with invoice, billing, reconciliation, and general ledger query support where required

• Apply cost-conscious principles across departmental activities, including procurement, printing, stationery, and other administrative expenses

Business Processes Pillar: 40%

Maintenance Administration

• Administer maintenance-related service requests and documentation for UJ Maintenance

• Capture, process, and update maintenance records accurately and timeously

• Support coordination and tracking of maintenance work orders and project documentation

• Maintain structured filing systems (electronic and physical)

Procurement & Quotations (RFQ/Tender Process)

• Compile and process quotations for maintenance-related work and service requests

• Prepare RFQ/tender documentation and coordinate supplier responses

• Ensure compliance with procurement procedures and internal controls

• Maintain records of all quotations and supporting documentation

Invoicing & Financial Processing

• Generate and issue maintenance-related invoices

• Ensure accuracy of billing information and supporting documents

• Capture invoice data accurately into relevant systems

• Follow up on outstanding documentation required for invoicing

Reconciliations & Financial Support

• Support reconciliation of maintenance-related accounts and supplier statements

• Identify and resolve invoice discrepancies, payment issues, and documentation gaps

• Support general ledger queries and allocation checks where required

Vendor & Documentation Management

• Liaise with suppliers and service providers to obtain correct documentation

• Maintain supplier and vendor records in accordance with internal requirements

• Maintain supplier compliance documentation, including registration, onboarding, and supporting records

• Support vendor onboarding processes when required

Compliance & Audit Support

• Ensure compliance with internal procurement and administrative controls

• Maintain audit-ready records for procurement, invoicing, reconciliations, and maintenance documentation

• Support audit and reporting requirements by providing complete, accurate, and traceable documentation

General Administrative Support

• Provide administrative support on ad-hoc maintenance projects

• Assist the UJ Maintenance Manager with operational administration tasks

• Support cross-functional coordination between departments

Material Control & Delivery Coordination

• Monitor ordered maintenance materials from purchase order to delivery

• Follow up with suppliers on delivery timelines, outstanding orders, substitutions, and partial deliveries

• Verify delivery status against purchase orders and maintenance requirements

• Communicate delivery schedules, delays, and order updates to artisans and technical teams timeously

• Support coordination between procurement, suppliers, and maintenance teams to minimise downtime

• Assist in confirming receipt of materials and maintaining supporting delivery documentation

Stakeholder Satisfaction Pillar: 25%

• Provide timely and professional administrative support to the Maintenance Manager, artisans, technical teams, and internal stakeholders

• Maintain clear communication with internal departments regarding maintenance requests, documentation status, quotations, invoices, and delivery updates

• Liaise with suppliers and service providers to support timeous documentation, quotation, delivery, and invoice processing

• Escalate delays, documentation gaps, invoice queries, and outstanding supplier responses to the relevant parties

• Respond to ad-hoc stakeholder requests professionally and within required timeframes

• Maintain service-oriented relationships with internal and external stakeholders

Learning & Growth Pillar: 10%

• Plan and manage own learning to improve effectiveness in maintenance administration

• Participate in continuous improvement initiatives within the department

• Contribute to improving processes related to quotations, invoicing, filing, and document control

• Support knowledge sharing and accurate maintenance of departmental records

• Develop understanding of maintenance, procurement, and financial administration processes

Desired Experience & Qualification

Qualifications

• Minimum Higher Certificate or National Diploma in:

• Business Administration

• Office Administration

• Financial Administration / Accounting / Procurement

• Facilities Management / Maintenance Operations Support (Preferred)

• Maintenance Administration / Technical Office Support (Preferred)

• Or an equivalent relevant qualification

• BCom, BA, or another relevant qualification would be advantageous

• Intermediate or advanced training in Excel, Word, and Outlook

Experience

• Minimum 2–3 years’ proven administrative experience, preferably in a maintenance, facilities, procurement, project, or finance administration environment

• Experience in maintenance administration, including work order support, service request documentation, maintenance records, and structured filing systems

• Experience in procurement administration, including RFQ/tender support, quotation processing, supplier documentation, purchase order tracking, and procurement compliance

• Basic finance administration experience, including invoice processing, billing support, cost tracking, supplier reconciliation support, invoice query resolution, and general ledger allocation checks

• Experience in material control or delivery coordination, including supplier follow-ups, delivery tracking, purchase order verification, and communication of delays or partial deliveries