Job Purpose

The Data Maintenance Controller is responsible for maintaining the accuracy, completeness, and integrity of organizational data. The role involves reviewing, updating, validating, and monitoring data across relevant systems to ensure that information remains current, reliable, and compliant with company standards and procedures.

Key Responsibilities

• Maintain and update master data and operational records across relevant systems.

• Capture, amend, and validate data accurately and within agreed turnaround times.

• Review data for accuracy, completeness, consistency, and duplication.

• Identify and investigate data discrepancies and coordinate corrections with relevant departments.

• Conduct regular data quality checks and audits.

• Ensure that changes to data are properly authorised and documented.

• Maintain accurate records of data amendments and updates.

• Monitor data maintenance requests and ensure that they are processed within agreed service levels.

• Reconcile information between different systems, reports, and source documents.

• Generate and maintain data quality and exception reports.

• Escalate recurring data issues and recommend corrective actions.

• Assist with data cleansing, standardisation, and improvement initiatives.

• Maintain appropriate controls to protect the accuracy and integrity of company data.

• Ensure that confidential and sensitive information is handled in accordance with company policies.

• Maintain proper documentation and filing of supporting records.

• Liaise with internal departments, suppliers, customers, or other stakeholders to resolve data-related queries.

• Support system upgrades, data migrations, and other data-related projects when required.

• Adhere to organisational policies, procedures, governance requirements, and data protection standards.

Minimum Requirements

• Grade 12 / Matric or equivalent.

• Diploma or certificate in Data Management, Information Technology, Business Administration, or a related field will be advantageous.

• 2–3 years' experience in data maintenance, data administration, data capturing, master data management, or a similar role.

• Proficiency in Microsoft Office, particularly Excel.

• Experience working with databases or ERP systems will be advantageous.

• Strong numerical and analytical skills.

• Excellent attention to detail and accuracy.

• Good organisational and time-management skills.

• Ability to work independently and meet deadlines.

• Good written and verbal communication skills.

Key Competencies

• Data accuracy and quality control

• Attention to detail

• Analytical and problem-solving skills

• Database and system administration

• Microsoft Excel proficiency

• Organisation and time management

• Process compliance

• Record keeping

• Communication and stakeholder management

• Confidentiality and data integrity

• Ability to work under pressure

Key Performance Indicators (KPIs)

• Data accuracy and completeness

• Timely processing of data maintenance requests

• Reduction in data errors and duplicates

• Compliance with data maintenance procedures

• Resolution of data discrepancies within agreed timelines

• Accuracy of data quality and exception reports

• Successful completion of data audits and reconciliations

• Compliance with data governance and confidentiality requirements

Working Relationships

Internal:

• Data Management

• Operations

• Finance

• Sales / Customer Service

• IT

• Management

External:

• Customers

• Suppliers

• Service providers

• Other relevant stakeholders

Overall Accountability

The Data Maintenance Controller is accountable for ensuring that organisational data remains accurate, current, complete, consistent, and properly controlled, enabling departments and management to rely on quality information for daily operations and decision-making.