Maintenance Controller

Business Unit / Division: Tsebo Facilities Solutions

Job Type Classification: Full Time

Location - Town / City: Rustenburg

About Us

Tsebo Facilities Solutions is looking for a Maintenance Controller to support the Contract Manager by providing procurement, administration, financial and contract coordination support. The role ensures compliance with established policies, procedures, service level agreements and financial controls, while contributing to effective facilities management service delivery and the achievement of contractual objectives in accordance with the Master Service Agreement. As a leading African Integrated Workplace Management Solutions Provider, Tsebo Solutions Group offers clients reduced costs, risk and complexities together with increased quality, efficiency and productivity. We specialise in Catering, Facilities Management, Cleaning and Hygiene, Pest Control, Protection, Energy, Procurement, Workspace Design, Engineering, Remote Camps, and more. Developing our people – the heart of Tsebo – is the foundation of our purpose. The result is a knowledgeable workforce that is in touch with every nuance of our clients’ needs. DOWNLOAD OUR ONE-PAGER to find out more about who we are in a nutshell.

Duties & Responsibilities

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.

Skills and Competencies

• 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

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.