Maintenance Procurement & Financial Administrator

About the role

The Maintenance Procurement & Financial Administrator provides comprehensive technical, administrative, procurement and financial support to the Maintenance Department. The role ensures accurate processing of work orders, RFQs, invoices and vendor documentation to enable cost‑effective service delivery across all facilities.

Key responsibilities

• Process maintenance‑related financial documentation, track costs, reconcile invoices and support general ledger queries.
• Administer service requests, maintain structured electronic and physical filing systems, and coordinate work orders and project documentation.
• Compile and process quotations, prepare RFQ/tender documentation, and ensure compliance with procurement procedures.
• Generate and issue maintenance invoices, capture invoice data, and follow up on outstanding documentation.
• Support reconciliation of supplier statements, resolve invoice discrepancies and assist with audit‑ready record keeping.
• Monitor material delivery from purchase order to receipt, communicate schedules and delays to technical teams, and maintain supplier records.
• Provide timely administrative support to the Maintenance Manager and internal stakeholders, escalating issues as needed.

Required profile

• Minimum Higher Certificate or National Diploma in Business Administration, Office Administration, Financial Administration, Procurement, Facilities Management or related field.
• 2–3 years proven administrative experience in maintenance, facilities, procurement, project or finance environments.
• Experience with maintenance work order support, RFQ/tender processes, invoice processing, cost tracking and material control.

Required skills

• Intermediate or advanced proficiency in Microsoft Excel.
• Proficiency in Microsoft Word.
• Proficiency in Microsoft Outlook.