Maintenance Planner

5 months ago

Pretoria, South Africa Tsebo Group Full time

**About Us**:
Manage finance functions, including, but not limited to purchase order and invoice generation from contractors and suppliers based on quotations received and associated work orders. GRV supplier invoices as required. Liaise with the finance billing team for generation of Client invoices.

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**:
**Resources**
- Plan the effective and efficient use of resources to ensure maximum productivity
- Ensure stock levels of maintenance consumables is maintained, recorded and issued and ordered in line with procedures
- Ensure Tools are maintained, accounted for, issued for the correct use.

**Admin & Reports**
- Responsible for up-keep and accuracy of equipment maintenance history and database
- Maintain and report on Productivity records for all staff in the department
- Assist with providing the technical and soft services managers with necessary data for their reporting.
- Track the vehicle usage and report on this.
- Track all maintenance expenditure and provide a report
- Prepare daily/weekly/monthly reporting within set timeframes for submission to your Manager as requested

**Customer Satisfaction & Relationships**
- Keep the client informed of all work planned so as to ensure proactive feedback.
- Liaise with the client for effective shutdown of areas for Planned maintenance activities. Including cleaning and other FM activities
- Liaison with internal departments to ensure activities are effectively co-ordinated.
- Work with teams to develop and maintain a customer-focused attitude toward activities
- Follow up and follow through on all escalated queries timeously

**Subcontractor Management**
- Make sure only TFS vetted suppliers are used when subcontracting
- Liaise with the Compliance manager to ensure the safety requirements are met prior to the subcontractor attending any calls
- Ensure the relevant permits are requested & issued for the required work.
- Maintain communication with suppliers
- Collaborate with suppliers, and contractors to ensure customer needs are met.

**Invoices & Purchase order Issues**
- Ensure that Subcontractors provide the necessary quotes
- Arrange the quotes are checked against work spec
- Arrange Authorisation of the necessary quote is approved.
- Maintain all back up documentation for submission with the invoice
- Request the necessary PO
- Ensure the subcontracto submits the invoice prior to the deadline.
- Ensure the invoice is packaged with the relvent backup, stamped, Management signed and coded correctly
- Submit to the finance administrator by the required deadline.

**ISO 9001; 14001 & 18001 - Quality, Environmental and Health & Safety Standards**
- Adhere to the TFS’s Safety, Health, Environmental and Quality (SHEQ) Management System’s Policies & Procedures of as applicable to this position.
- Report all safety hazards or workplace injury/illness to Maintenance Manager immediately
- Ensure the compliance and upkeep of suppier and contractor safety files

**Skills and Competencies**:

- Work Planning
- Oral Communication
- Emotional Resilience
- Customer Focus
- Conflict Handling skills

**Qualifications**:

- Matric or Grade 12
- Trade Qualification an advantage
- Maintenace Certificate an advantage
- 3-5 years experience in planning maintenace activities
- Knowledge of Facility Management Processrs would be advantageous
- Experience with computerised maintenace management systems

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