Hygiene Administrator

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

Job summary

A premier cleaning service provider in Midrand seeks a Cleaning Administrator to manage hygiene services and ensure compliance with standards. Responsibilities include processing orders, managing schedules, and maintaining stock for cleaning materials. The successful candidate will possess strong organizational and interpersonal skills, ensuring high standards of service delivery. Experience in administration and proficiency in MS Word and Excel are essential. A high degree of communication skills is required, along with the ability to handle multiple tasks effectively.

Qualifications

• Must have a high degree of industrial and human relations skills.
• Ability to handle multiple assignments concurrently.
• Requires self-control and calmness in tense situations.

Responsibilities

• Ensure compliance with cleaning processes and standards.
• Manage hygiene service schedules and stock ordering.
• Resolve client queries timely regarding services.

Skills

Interpersonal skills

Organizational skills

MS Word proficiency

Excel proficiency

Communication skills

Problem-solving

Education

High school diploma or equivalent

Experience in administration

Tools

SAP

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.

Responsibilities

• Ensure the Cleaning mailbox order process is actioned and maintained daily on all orders, including requests for quotes for cleaning material, additional refills for hygiene units and consumables.
• Action and process all POs received through the cleaning mailbox to enable stock ordering from suppliers (Nuwkem, Dynamicx, Twinsaver and G Fox) and on-time delivery to clients within the 3 – 5 working day turnaround time.
• Create costings and request approval for stock to be ordered for internal and external clients; request the RQN’s to be created and released.
• Ensure that POs received from clients include signed copies of the accepted quote for billing.
• Ensure that all billing for Cleaning requests is completed, for POs sent to the Cleaning mailbox for stock requests.
• Provide assistance to Operations on start of the hygiene, 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 cleans, hygiene unit refills and collection of sanitary waste.
• Ensure that all hygiene services carried out by team leaders are in accordance with the service agreement.
• Send out weekly service schedules to team leaders for services due to be rendered in the coming week.
• Plan and manage the hygiene calendar for team leaders for weekly, monthly, quarterly or once-off services for internal and external clients.
• Confirm stock quantities with stores for monthly orders (Nuwkem and Twinsaver).
• Ensure that stock ordered for monthly refills matches the refills that need to be serviced; ensure timely ordering of monthly refill stock and consumables from Nuwkem and Twinsaver.
• Dispatch monthly refill stock and consumables to team leaders in accordance with their servicing schedule.
• Dispatch monthly orders to respective clients as per contract agreement (including but not limited to hand sanitiser, toilet paper, etc.) for clients not being serviced but requiring stock.
• Dispatch monthly refill stock to the coastal Area Managers for coastal clients, per site and per service agreement.
• Follow up regularly with suppliers for all ordered stock, including monthly refill orders from Nuwkem and Twinsaver and once-off cleaning orders from different suppliers.
• Communicate regularly with internal and external clients to ensure satisfaction with the service received.
• Attend to and resolve client queries timeously regarding monthly refills, sanitary waste removal, cleaning orders and ablution deep cleaning.
• Ensure that team leaders and their assistants/cleaners sign attendance registers daily to verify attendance and for clocking in/out 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 when needed; verify time books are accurate.
• Vet simulation payslips for Hygiene Teams and ensure alignment of hours posted with attendance registers.
• Complete and submit PER 4’s and PER 17’s for Hygiene Teams when needed.
• Maintain monthly hygiene service calls to all clients, ensuring strict deadlines and timelines are complied with.
• Ensure instructions on new hygiene installations are strictly adhered to.
• Ensure accurate dispatching of stock from stores and follow up when needed.
• Maintain daily, weekly and monthly trackers and provide to management for review.
• Regularly follow up on all work tasks given to Team Leaders and ensure customer communication is prompt and effective at all times.
• Ensure swift query resolutions from customers and follow the escalation process; develop, build and maintain strong relationships with customers.
• Ability to handle multiple assignments concurrently.
• Assist with all Audit queries when required and with Ad Hoc tasks and projects as required by Management.

Dimensions

• Subordinates: 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 team 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 of utmost importance 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 relation skills are required.
• Must be highly sensitive to the industrial relations climate that exists in the company.
• Interaction skills will directly affect the attitude of employees and customers.
• Approach in dealing with employees, clients, suppliers and the public will ensure maintenance of the company objectives.
• Requires self-control with the ability to remain calm in tense and conflict situations.
• Conversations should be conducted in English.
• Must understand the importance of a safe and healthy environment; safety must receive priority.

Thinking environment

Interpersonal skills, language proficiency, writing, administrative and operational skills, and a sound 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. The holder is expected to be decisive yet flexible in approach.

Consequence of error

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