Maintenance Controller

Operational Delivery

• Support cost management activities to ensure expenditure remains within approved OPEX and CAPEX budgets.
• Liaise with stakeholders to monitor expenditure and financial performance.
• Review and report on monthly budget variance reports.
• Ensure compliance with Tsebo financial policies, procedures and expenditure authorization requirements.
• Support expenditure monitoring and budget tracking throughout the financial year.

Procurement and Ordering

• Coordination Identify and understand material and service requirements.
• Develop specifications for materials and services to be procured.
• Obtain multiple supplier quotations and prepare recommendations.
• Process purchase orders through approved supplier systems.
• Ensure all procurement activities comply with Tsebo procurement policies and procedures.
• Communicate applicable terms and conditions to suppliers.

Delivery and Asset Coordination

• Coordinate delivery and installation activities with suppliers and internal stakeholders.
• Receive, inspect and sign off deliveries.
• Coordinate transportation of delivered items to their final destination.
• Manage follow-up activities relating to delivery discrepancies and quality issues.
• Facilitate user handover and basic instruction where required.
• File and maintain all relevant documentation including warranties, manuals and delivery records.
• Obtain final acceptance and sign-off from the client where required.
• Support asset registration processes, asset-tagging requirements and warranty transfers.

Finance and Administration

• Prepare and submit invoices according to contractual requirements and approved processes.
• Monitor all purchase requests and ensure supporting quotations are attached.
• Ensure supplier invoices and supporting service reports are received timeously.
• Verify satisfactory completion of work before processing invoices.
• Allocate costs accurately to relevant divisions and cost centres.
• Ensure all invoicing deadlines and cut-off dates are met.
• Coordinate subcontractor invoicing compliance.
• Submit required documentation to Head Office Finance within prescribed timelines.
• Maintain accurate procurement and invoicing records and spreadsheets.
• Identify and escalate financial and contractual risks where necessary

Contract Compliance and Governance

• Ensure compliance with service agreements, procurement policies and contractual obligations.
• Support transparent financial management through open-book reporting practices.
• Assist with expenditure management and approval processes.
• Provide information and reports required by the client.
• Contribute to quality, environmental, health and safety compliance requirements.

Customer Service and Stakeholder Management

• Maintain professional relationships with internal and external stakeholders.
• Respond to client queries and requests promptly and effectively.
• Conduct and support customer satisfaction initiatives.
• Resolve escalated issues or direct them to the appropriate stakeholders.
• Contribute to continuous improvement of operational processes and service delivery.
• Support a customer-centric culture aligned with contract objectives.

Reporting

• Prepare and distribute monthly operational and financial reports within agreed timelines.
• Maintain accurate records and supporting documentation.
• Provide information required for management reporting and decision-making.

• Microsoft Office Suite proficiency.
• INFOR EAM system utilization.
• Procurement administration.
• Supplier and vendor management.
• Contract administration.
• Budget and cost control.
• Financial reporting and reconciliation.
• Invoice management.
• Service Level Agreement management.
• Supply chain coordination.
• Report writing.
• Negotiation skills.
• Problem-solving and analytical thinking.
• Financial and commercial acumen.

Qualifications

• Grade 12 (Essential)
• Bookkeeping, Accounting Certification or equivalent qualification

Experience

• Minimum 3 years' experience in a similar procurement, contracts administration or facilities management environment.