Internal Maintenance Administrator

Purpose of the Role

To provide administrative and coordination support for all internal maintenance activities across the facility. This role ensures compliance documentation, maintenance logs, and job cards are accurately maintained while supporting the technical team with procurement, service scheduling, inventory control, and audit readiness.

Key Responsibilities

· Capture and log all internal maintenance job cards daily (spreadsheet and filing).

· Assign and print job cards based on requests and distribute to appropriate technician (Clint or facilities team).

· Track open job cards and follow up on completion timelines.

· Maintain weekly job card tracker and summary report for Corne.

· Order and follow up on delivery of spares for site equipment (electrical, mechanical, plumbing).

· Prepare and process internal purchase orders (POs) for spares, tools, and consumables.

· Ensure MSDS file is up to date with every new lubricant or chemical received.

· Coordinate monthly generator test record collation and reporting.

· Maintain daily water usage spreadsheet and ensure accuracy of entries.

· Capture compressor hours and schedule service alerts based on runtime.

· Track preventative maintenance schedules and assist Corne in generating reminders.

· Maintain the contractor file and ensure documents are completed for each visit.

· Support internal stock takes and assist with cycle count preparations.

· Assist with receiving and capturing of maintenance-related goods in the system.

· Ensure job card documentation is always stored and audit ready.

· Provide clerical support to Corne and Clint as needed for maintenance reports or audit files.

Key Performance Indicators (KPIs)

· 100% of internal job cards are captured and filed daily.

· 100% of the weekly job card tracker submitted to Corne on time.

· 100% MSDS compliance for all new chemical deliveries.

· 100% PO and order accuracy for maintenance-related spares.

· 100% water usage logs are completed and verified daily.

· 95% of preventative maintenance tasks are tracked before due dates.

· 100% contractor file completion for on-site vendor visits.

· 100% document readiness for internal and external audits.

Skills and Attributes Required

· Highly organized with attention to administrative detail.

· Strong communication and coordination skills.

· Familiarity with maintenance operations and documentation standards.

· Proficient in Excel, Google Sheets, and PO systems.

· Able to follow up independently and escalate where needed.

· Comfortable working with technicians and maintenance teams.

· Job Requirements

· Minimum Qualifications

· Matric (Grade 12) is essential.

· Further training or a certificate in Office Administration, Facilities Management, or Technical Support (advantageous).

· Experience

· Minimum of 2 years’ experience in an administrative role, preferably within a maintenance, technical, or facilities environment.

· Experience working with purchase orders, maintenance logs, or contractor coordination is an advantage.

· Exposure to audit preparation or document control processes is beneficial.

Technical Skills

· Proficient in MS Excel and/or Google Sheets for tracking and reporting.

· Experience with PO systems and basic procurement processes.

· Familiarity with maintenance terminology, job cards, MSDS, and asset tracking.

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· Competencies

· Exceptional attention to detail and high accuracy in data entry.

· Organised and methodical approach to filing, tracking, and following up on tasks.

· Able to prioritise work, manage timelines, and meet deadlines consistently.

· Strong interpersonal and communication skills to coordinate with internal teams and contractors.

· Self-directed with the ability to escalate delays or risks when needed.

· Other Requirements

· Willingness to support technicians and assist with physical document handling and light stock coordination.

· Comfortable working in an industrial or manufacturing environment.

· Professional conduct with a commitment to compliance and audit readiness.

Job Type: Full-time

Pay: R8 000,00 - R10 000,00 per month

Application Question(s):

• do you have experience in Excel ?
• what other systems have you worked on before?
• do you have experience in the FMCG Industry ?
• How many years of experience do you have in Administration.

Work Location: In person