Operations Administrator - Cleaning

CORE PURPOSE

To provide office-based administrative support to all cleaning operations functions of Fidelity Cleaning Services.

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 amendments 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…