Cleaning Operations Administrator

2 weeks ago

Midrand, Gauteng, South Africa Fidelity Services Group Full time

CORE PURPOSE:

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


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.
Distribution of debtor's analysis to AM's weekly.

Confirm with Debtors on a weekly 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 assest resgister
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 eorders 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.

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 comminucation to fleet regarding vehicle maintains, traffic fines, licences for all vehicles. Receive all vehicle checklists from operations, check and ensure that repoting takes place when nessesrsary.

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 ensu

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