CORE PURPOSE

 To provide office-based administrative support to all cleaning operations functions of

Fidelity Cleaning Services.

PRINCIPLE ACCOUNTABILITIES

 Administration: Specific attention is to be given to the following:

 Opening of new client files.

 Update contract client list on a monthly basis.

 Designing various forms and files for the purpose of recording contract activities.

 Filing of operations correspondence with clients

 Filing of any communications with clients on client files regarding increases

 Maintenance of files for various operational needs or categories.

 Maintaining updated records of old, current & amended contracts.

Collating Area Manager reports for General Manager’s monthly report.

 Maintaining and publishing standard operation procedures and documentation.

 Ensuring shared drive is up to date with relevant documentation.

 Assist with e-orders.

 Assist with any IT request in the Cleaning department and follow up with IT department on progress

 
Financial Management: Specific attention is to be given to the following:
Controlling credit notes issued – from requesting credit notes through to following up of credit issued and process to clients account.

Preparing annual escalation reports on excel by combining recurring hygiene and sundry costing figures to enable us to do increase letters to customers. Type increase letters and hand to Area Managers for distribution to customers and email same to clients.

Recurring Invoicing: checking, controlling, amending, updating & confirming correct before final invoice run.

Amending the costing & calculations for chemical budgets after contractual increases or ammendments to contracts.

Checking that monthly consumables not part of contract is billed for every month.

Checking monthly sub-contractors invoices and that the client is billed for it every month.

Create and check all sales orders for all cleaning sites to ensure full complement are covered.

On request communicate with Debtors department to receive the debtor’s age analysis and send to AM’s on a monthly basis. Confirm with Debtors on a monthly basis the updated age analysis and any help needed from Operations to ensure outstanding debt collected.

Submit recurring and non-recurring VI’s for billing.

Purchasing & Orders and Fixed Assets: Specific attention is to be given to the following:
Assist Area Managers with ordering of start-up equipment and chemicals.

Assist the Area Managers with completion and obtaining authorisation for any fixed asset required.

Assists by forwarding authorized fixed asset requisition and quotes to the procurement manager for purchase order numbers.

Keep a fixed asset resister

Follow up on PO numbers to be issued.

Placing stationery orders for the area managers after authorisation has been received from the Operations Manager and or General Manager.

Follow up on any back orders still outstanding with stores or suppliers.

 
Safety Standards: Specific attention is to be given to the following:

Ensure that any communications from SHE are displayed on the notice board.

Ensure a healthy, clean, and safe working area in the allocated office area. Report any unsafe acts and unhealthy conditions immediately to the Facilities manager and the General Manager.

 
Human Resources: Specific attention is to be given to the following:

 Loading of Manpower’s when required:

• Loading of e-orders for BCAE and Operations (All required payroll PER’s) new
• Terminations
• Transfer
• Promotions or salary changes
• Leave
• Full and Final payments
• Changing details (Bank, Cell, Personal etc.)

Client Liaison and Retention: Specific attention is to be given to the following:

Collating Area Manager monthly client satisfaction reports for General Manager’s monthly report. Calculate scores per individual client and score each area manager’s overall client satisfaction.

Contacting customers to do PR calls and assessing service level satisfaction two times per month and once after receiving the Customer Satisfaction Reports from Area Managers.

Payroll: Specific attention is to be given to the following:

Submitting and consolidating all pay queries to the payroll administrator.

Operations: Specific attention is to be given to the following:

Monthly Area Manager stock sheets – Coordinate that they are timeously received. Consolidate and send to stores for ordering and delivery.

Assist with communication to fleet regarding vehicle maintains,  traffic fines, licences for all vehicles. Receive all vehicle checklists from operations, check and ensure that reporting takes place when nessecary.

Remind and monitor Area Mangers to checks time books and confirm changes and corrections are made, confirm with AM’s that Easy roster corrections are made.

Assist Area Managers and constantly remind them regarding deadlines to be met.

Ensure all operational documents to be completed are correct and completed in full before sending it off.

All operational documents to be copied and filled.

Assist  Area Managers in putting together Health & Safety files for all new contracts.

Assist and help with resolution of queries within the agreed departmental/business unit SLA’s to participate in various ad-hoc projects where necessary with new site roll-out and new clients.

Adhoc Work: Specific attention is to be given to the following:

Assist with any other tasks from time to time to ensure the smooth running and operations of the Cleaning Department.

DIMENSIONS

 Subordinates:  No Subordiates - but will be required to work closely with all Area Managers

 Sub-Contractors:  

 N/A

 Vehicles: 

 N/A

 Equipment: 

 Laptop

 Operating Budget: 

 As per contract costings per site assist all Area Managers to stay

within the budgeted costings

MANAGEMENT BREADTH

 The incumbent is responsible for the management of own duties and resources. 

 A high premium is placed on appearance that communicates a positive company image.  

 Planning of daily activities is of importance.

 The incumbent must have complete and comprehensive knowledge of

MS Word, Excel and Power Point and have the ability to take accurate minutes and compile grammatically correct letters.

HUMAN RELATIONS

A high degree of industrial and human relation skills are required.

Must be highly sensitive to the industrial relations climate that exists in the company.

His/her interaction skills will have a direct effect on the attitude of employees and customers.

 His /her approach in dealing with employees, clients, suppliers and the public will assure maintenance of the key objectives of the company.

Requires self control with the ability to remain calm in tense and conflict situations.

The incumbent must be conversant in English. 

He /she must understand the importance of a safe and healthy environment for all, safety at all times must receive its rightful priority.

THINKING ENVIRONMENT

Inter personnel skills, language proficiency, writing, administrative and operational skills as well as a sound knowledge of the company and its activities are prerequisites for success.

Knowledge of legislation relating to the Cleaning Industry is a prerequisite.

FREEDOM TO ACT

The Operations Administrator has the freedom to act within the guidelines of this document.

The holder of the position is expected to be decisive yet flexible in his/her approach.

CONSEQUENCE OF ERROR

Messages conveyed incorrectly could result in lost business or a negative image to existing customers.

Poor communications, correspondence and reactions to requests and enquiries will convey a negative image of the company.

Incorrect procedures or documentation could lead to costly litigation and poor service to our customers and or in house clients.