Hygiene Administrator

2 weeks ago

Midrand, South Africa Fidelity Services Group Full time

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.
**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.

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

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