Administrator (Financials)

Job Advert Summary

We are seeking a detail-oriented and highly organized Maintenance Finance Administrator to join our Maintenance team. Reporting to the Maintenance Manager, you will play a key role in managing maintenance-related financial administration, including invoice processing, purchase order management, financial reporting, budget tracking, and stakeholder coordination.

The successful candidate will ensure the accurate and timely processing of supplier invoices, maintain financial records, support budget management through reporting and dashboards, and collaborate closely with Maintenance, Finance, Production, Procurement, and suppliers to ensure efficient financial processes. The role also includes providing administrative support to the Maintenance Department, managing PPE and stationery requests, attending departmental meetings, and standing in for the Maintenance Operations Administrator when required.

Minimum Requirements

Matric (Grade 12).

Experience in financial administration, invoice processing, budgeting, or accounting.

Sound understanding of accounting principles and financial reporting.

Proficiency in Microsoft Office (particularly Excel) and financial/accounting systems such as Multicat, Maintenance Connection , Computerized Maintenance Management System or similar.

Excellent organizational, communication, problem-solving, and time management skills.

Ability to work independently while building strong relationships with internal and external stakeholders.

Duties and Responsibilities

Duties and Responsibilities

The Maintenance Finance Administrator will be responsible for the following:

• Process and reconcile maintenance-related supplier invoices accurately and within agreed timelines.
• Verify invoices against purchase orders, contracts, and procurement documentation to ensure compliance with company policies.
• Manage the timely closing of purchase orders and resolve invoice and payment queries with suppliers and internal stakeholders.
• Build and maintain effective working relationships with the Maintenance, Finance, Production, Procurement, and Operations teams, as well as external suppliers.
• Prepare and maintain financial reports, expenditure analyses, and dashboards to monitor departmental spending against approved budgets.
• Support budget planning and provide financial information to assist management with decision-making and cost control initiatives.
• Maintain accurate financial records, including purchase orders, invoices, contracts, and supporting documentation to ensure audit readiness.
• Develop and maintain efficient administrative and record-keeping systems for the Maintenance Department.
• Attend departmental meetings, record minutes, monitor action items, and provide updates on financial and administrative matters.
• Assist with departmental reporting, including financial performance, expenditure tracking, and key administrative performance indicators.
• Support continuous improvement initiatives by identifying opportunities to improve financial administration processes and reporting efficiency.
• Coordinate the procurement, distribution, and tracking of Personal Protective Equipment (PPE), stationery, and other departmental consumables.
• Monitor stock levels of administrative supplies and ensure timely replenishment while promoting cost-effective purchasing practices.
• Provide administrative support to the Maintenance Department and stand in for the Maintenance Operations Administrator when required.
• Ensure compliance with company financial policies, procedures, governance requirements, and relevant regulatory standards.
• Perform any other finance and administrative duties reasonably required to support the effective operation of the Maintenance Department.