Hygiene Administrator

Fidelity Services Group; Gauteng; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading services provider in South Africa is seeking an Internal Sales Consultant to manage all aspects of cleaning and hygiene administration. The role may involve coordinating hygiene services, managing stock orders, and ensuring compliance with service agreements. Candidates should have strong interpersonal skills and a comprehensive understanding of organizational processes. Experience in managing cleaning services will be an advantage. This is a critical position requiring effective communication and organizational abilities.

Qualifications

• Experience in managing cleaning and hygiene services.
• Knowledge of organizational processes and compliance.
• Strong communication skills to maintain client relationships.

Responsibilities

• Manage daily cleaning mailbox and action requests for quotes.
• Ensure timely delivery of ordered stock to clients.
• Assist Operations in implementing hygiene contracts.
• Plan hygiene service schedules and manage inventory.

Skills

MS Word

MS Excel

SAP

Interpersonal skills

Conflict management

Job description

Overview

CORE PURPOSE
To be responsible for all internal cleaning and hygiene administration, internal cleaning material and hygiene refill quotations and dispatching of stock and to ensure all processes are complied with accordingly.

Principle Accountabilities

• Action and maintain the Cleaning mailbox order process daily, including requests for quotes for cleaning material, additional refills for hygiene units and consumables.
• Ensure that all POs sent through the cleaning mailbox are actioned timeously so stock can be ordered from suppliers (Nuwkem, Dynamicx, Twinsaver, G Fox) and delivered to clients within a 3–5 working day turnaround.
• Create costings and request approval for stock to be ordered for internal and external clients; request for the RQNs to be created and released.
• Ensure that POs received from clients include signed copies of the accepted quote for billing.
• Complete all billing for Cleaning requests for POs sent to the Cleaning mailbox for stock requests.
• Provide assistance to Operations on start of hygiene and sanitary waste removal contracts, including scheduling teams to install hygiene units at new sites on contract commencement dates.
• Schedule hygiene services for the three teams, including ablution deep clean, hygiene unit refills and collection of sanitary waste.
• Ensure that all hygiene services carried out by team leaders comply with the service agreement.
• Send out weekly service schedules to team leaders for services due in the upcoming week.
• Plan and manage the hygiene calendar for team leaders for weekly, monthly, quarterly or one-off services for internal and external clients.
• Confirm stock quantities with stores for monthly orders (Nuwkem and Twinsaver) and ensure ordered stock matches refills to be serviced.
• Ensure monthly refill stock and consumables are ordered timeously from Nuwkem and Twinsaver and dispatched to team leaders per servicing schedule.
• Dispatch monthly refill stock and consumables to team leaders and clients as per contract agreements, including stock only for cleaning needs (e.g., hand sanitiser, toilet paper).
• Dispatch monthly refills to coastal Area Managers for coastal clients per site according to service agreements.
• Follow up with suppliers for all ordered stock, including monthly refills from Nuwkem and Twinsaver and ad hoc orders from other suppliers.
• Communicate regularly with internal and external clients to ensure satisfaction with services received.
• Acknowledge and resolve client queries timeously regarding monthly refills, sanitary waste removal, cleaning orders and ablution deep cleaning.
• Ensure team leaders and their assistants/cleaners sign attendance registers daily to confirm presence and for payroll clocking purposes.
• Submit adhoc posting sheets to billing to open lines for cleaners who worked according to hours signed for on daily registers.
• Ensure that opened lines are captured on BPSI and submitted for payroll.
• Complete daily posting sheets for Hygiene teams and perform posting sheet corrections as needed; verify timebooks and attendance registers.
• Vet simulation payslips for Hygiene Teams and match posted hours with attendance registers.
• Complete and submit PER 4s and PER 17s for Hygiene Teams when required.
• Maintain monthly hygiene service calls to all clients and ensure deadlines are met.
• Ensure instructions on new hygiene installations are strictly adhered to.
• Ensure accurate dispatching of stock from stores and follow up as needed.
• Maintain daily, weekly and monthly trackers and submit to management for review.
• Follow up regularly on tasks assigned to Team Leaders and ensure prompt customer communications and effective query resolutions, escalating where necessary.
• Develop, build and maintain strong relationships with customers.
• Ability to handle multiple assignments concurrently.
• Assist with audit queries and ad hoc tasks and projects as required by Management.

Dimensions

Subordinates: Manages 3 x Hygiene / Specialized Team Leaders when Hygiene Administrator is not available.

Sub-Contractors: N/A

Vehicles: N/A

Equipment: N/A

Operating Budget: As per contract costings per site for Hygiene and Once Off Jobs

Management Breadth

Subordinates - Manages and directs Team Leaders and once-off cleaners. 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 essential due to the variety of tasks and jobs to be achieved and complied with. The incumbent must have complete and comprehensive knowledge of MS Word and Excel and SAP.

Human Relations

A high degree of industrial and human relations skills is required. Must be highly sensitive to the industrial relations climate in the company. Interactions with employees, clients, suppliers and the public should maintain the company’s key objectives. Requires self-control to remain calm in tense and conflict situations. The incumbent must be conversant in English and understand the importance of a safe and healthy environment for all; safety must have due priority.

Thinking Environment

Interpersonal skills, language proficiency, writing, administrative and operational skills, along with knowledge of the company and its activities, are prerequisites for success.

Freedom to Act

The Internal Sales Consultant has the freedom to act within the guidelines of this document and is expected to be decisive yet flexible in approach.

Consequences of Error

Messages conveyed inaccurately could result in lost business or a negative image to customers. Poor communications and responses to requests could convey a negative image of the company. Incorrect procedures or documentation could lead to costly litigation and poor service to customers and internal clients.