Job Title : Cleaning Operations Administrator - MidrandLocation : Johannesburg, GautengCompany : Fidelity Services GroupSalary : Open Date : 2023-02-10Close Date : 2023-06-10
To support the business by ensuring the efficient management of all Hygiene / Pest Control and Once Off contracts allocated and achieve budgeted financial results for these.
MUST COME FROM THE CLEANING AND HYGIENNE INDUSTRY:
PRINCIPLE ACCOUNTABILITIES
Financial Management: Specific attention is to be given to the following:
Allocated contracts to achieve budgeted and/or expected gross profit contribution.
Follow up with billing to ensure new contract numbers are issued.
Expenses are in line with budgets.
Ensuring that all new site equipment, machinery and staff uniforms are ordered and delivered timeously and inline with costing as per the sales department.
Efficient and ongoing control is exercised over hygiene, pest control and once off service costings, purchases, labour costs and appropriate and speedy action is taken to rectify any identified problems.
Efficient and ongoing control is exercised over debt collection and appropriate and speedy action is taken to rectify identified problems.
Efficient and ongoing control is exercised Fuel costs.
Submit New contracts to Billing department for processing.
Submit Recons to AP for Sub contractor payments.
Assist with Billing when required.
Prepare payment recons for sub contractors, obtain approval from manager, create RQN and receipt PO submit to AP for sub contractor to be paid.
Compass Medical Waste reporting process for intercompany billing due by the 20th of every month.
Creating RQN’s,closing of open PO’s, receipting invoices.
Obtaining the quotations and schedule for the Pest control to be actioned.
Obtaining the quotations for the plants and placing the order timeously for delivery to be done on time.
Purchasing & Stock Control: Specific attention is to be given to the following:
Efficient stock control are to be exercised and stock holdings for hygiene contracts should be managed and controlled.
Identified problems areas are to be acted upon timeously.
Contract purchasing only to be done through Fidelity Cleaning Services appointed preferred suppliers.
Placing monthly orders for stock required to complete service’s.
Work closely with stores ensuring Hygiene stock is dispatched and ordered on time.
Hygiene, Safety and Quality Standards: Specific attention is to be given to the following:
Ensure that Hygiene, safety and quality standards are met and in order on each hygiene contract.
Identified any SHEQ related issues timeously and rectify immediately.
Six monthly full audit of allocated contracts ensuring required standards are met and in place.
Problems identified through the six monthly audit are acted upon timeously and rectified.
Hygiene units at sites to be checked on site visits and checklists to be completed and submitted.
Human Resources and IR: Specific attention is to be given to the following:
HR related policies and procedures are in place and complied with within your hygiene and once off teams.
Payroll schedules of allocated staff are accurate, signed off and employees are paid accurately and on time.
Responsible for hiring new staff (including manpower requests, new contract billing loading/creating, interviews, screening, requesting contracts and take on documents from HR, taking staff through the same documents to ensure correct completion before submitting to HR.
New appointments for hygiene team or once off team meet the requirement of the job specification and preference is given in terms of youth employment. Request permission to employ staff older than 27 Years.
Following up with HR to ensure that applications loaded on HR Manage are correct and ensure employee numbers are received on time.
Ensuring all new hygiene and pest control and plant contract documentation including a signed agreement by client, PO, proposal etc is received and complied with.
Performance is monitored and reviewed at stipulated times at all allocated hygiene contracts.
Training and development needs are identified, planned for and implemented at all allocated contracts.
Discipline is maintained.
Effective communication is practiced.
Employees report harmonious relationships.
Employee contribution to business success is recognised through monthly recognition process.
Dealing with staff discipline,counselling and arange hearings when needed.
Terminating staff on HR Manage - completing and uploading relevant documents.
Consultations, Enquiries, and ensuring relevant procedures are followed and documentation completed and submitted / loaded
Client Liaison and Retention: Specific attention is to be given to the following:
Engaging with new clients to meet and greet, complete site walks and give feedback on state of readiness for all hygiene contracts.
Proactive contact with clients is established and maintained.
Client enquiries and queries are dealt with promptly and efficiently.
In liaison with the General Manager price adjustments and/or renewal of contracts are negotiated successfully and within required financial parameters.
Project Optimisation, Marketing and Sales: Specific attention is to be given to the following:
Ensure that all new hygiene equipment, refills are delivered to site prior to contract start date.
Premises, facilities and services are optimised to generate additional revenue and profits.
Site equipment and Hygiene units are branded and aesthetically appealing in accordance with Company standards.
Upselling services to existing hygiene clients.
Training: Specific attention is to be given to the following:
Responsible for the induction of all new staff including training on SOP's and on the job training.
Completing and filing of training records for all staff trained.
Ensure to complete a Training Attendance Register for every training session held with staff no matter how insignifigant. Ensure to file on the contract site file.
Responsible for training and development of all hygiene and once off cleaning staff.
Payroll: Specific attention is to be given to the following:
Oversee completion of daily posting sheets done by Internal Sales Clerk (ISC).
Oversee payroll corrections are done timeously by ISC.
Oversee and ensure the hygiene staff vetting pay slips by ISC.
Oversee that the vetting of timebooks are done weekly by ISC.
Dealing with pay queries.
Oversee the completion and submission of per 4's and per 17's by ISC.
Adhoc work billing documents collected, completed and sent to billing and ensure invoices and posting sheets are created and ensure staff paid.
Request Cash payment requisitions on time and only when required.
Hygiene Management: Specific attention is to be given to the following:
Regular client visists.
Assist with completing daily postings for staff on bpsi when needed.
Assist with completing per 17's for staff on sick leave and submit then update roster and send to Payroll when needed.
Assist with completing per 17's for staff going on leave and submit then update leave roster and send to Payroll when needed.
Creating a roster for annual leave and ensure that staff take leave accordingly.
Delivery of staff payslips.
Dealing with pay queries.
Ensuring that staff are paid correctly.
Creating staff work rosters for staff where applicable.
Engaging with clients prior to annual contract price increases and ensure to get increase letters signed off.
Ordering of staff replacement uniform and safety shoes as required.
Ordering and delivery of monthly hygiene refill and stock requirements.
Ensuring that the client issue a new PO once current PO has expired, submit PO to billing and follow up to check if loaded and posting lines for staff are created.
Ensuring that all contractual obligations are adhered to.
Ensuring that hygiene standards are met and and complied with as per specifications set out in the SLA.
Client meetings to be set up regularly to ensure client satisfaction levels are monitored.
Responsible for once off adhoc work such as carpet and upholstery cleaning, window cleaning and Stripping and sealing of floors, Once off cleaning of client premises, Deep cleaning of ablutions and toilets.
Ensuring that jobs are scheduled timeously as per agreement and completed successfully.
Deploying staff, machinery and tools to complete jobs and overseeing to ensure correct completion.
Ensuring that staff are paid correctly and submitting a recon to payroll.
Hiring, pickup and drop off machinery as required.
Surveys, quotes, billing documents, posting sheets to be completed correctly.
Scheduling and planning Fogging services.
Ensuring that fogging Jobs are scheduled nationally for clients as per Sales request.
Contacting sub-contractors for quotations and time availability.
Keeping track on all pest control services scheduled nationwide.
Ensuring that Teams/sub-contractors complete fogging service to client’s satisfaction.
Scheduling and planning Deep cleaning/ablution/Specialized cleaning services.
Ensuring completeness of the process for all new hygiene installations.
Ensuring Hygiene Teams are scheduled accordingly for the hygiene service schedules.
Maintain a system tracker for management and administration.
Dispute resolution (invoice queries, delivery terms, payment terms etc.)
Management of staff full function - Internal Sales Consultant/ Specialized Team.
Ensuring the teams are reporting for duty timeously and continuously check in on the teams.
Ensuring the services are scheduled fairly to the team leaders.
Rescheduling service’s when urgent jobs arise.
Ensuring the service reports are submitted and queries are noted.
Ensuring the teams are adhering to the company rules and policies.
DIMENSIONS
Subordinates: Manages the following people:
1 x Internal Sales Consultant and 3 x Hygiene / Specialized Team Leaders.
Sub-Contractors:
Pest Control, Hygiene, Window Cleaning and Compass Waste Management
Vehicles:
3 x Vehicles
Vehicles to be checked and checklist to be completed and submitted
We reserve the right not to make an appointment to any advertised position. Whilst preference is given to existing employees at all times and the choice made is purely on merit, Historically Disadvantaged Candidates and Black Female Candidates are encouraged and supported in the FSG team. Whilst black female candidates will be given priority as per our transformation policy subject to the above criteria.
Fidelity Services Group (Pty) Ltd supports global fair practice and business ethics on continuous development of our human capital as the key resource to our success in the markets in which we participate.
Should you not be contacted regarding this position within 10 working days from the closing date, please regard your application as unsuccessful.