Billing and Admin Manager at Fidelity Services Group

Job Description

• To oversee the full spectrum of administrative operations within the Fire Division, ensuring that company policies, compliance standards, financial controls, and client service protocols are implemented efficiently. The Admin Manager will lead the admin team, maintain accurate systems and records, and ensure effective coordination between departments to meet business goals.

Key Performance Areas:

Administrative Oversight & Team Leadership

• Overall management of day-to-day admin functions and supervision of admin staff.
• Attend daily, weekly, and monthly management meetings to provide updates and drive alignment.
• Provide administrative support to General Managers and Project Teams.
• Implement succession planning within the admin team and support ongoing skills development.

Audit, Compliance & Reporting

• Ensure strict compliance with company policies and eliminate audit queries through strong process control.
• Prepare and submit monthly and quarterly reports as required by management.
• Maintain proper filing systems, including archived records, contracts, SLAs, and signed documentation.

Financial Administration

• Assist in the preparation of the annual budget and monitor departmental spending against set budgets.
• Maintain control over administrative assets and consumables.
• Manage intercompany billing to ensure deadlines are met.
• Achieve an 80% reduction in credit notes issued from billing errors.

Invoicing and Revenue Controls

• Ensure accurate and timeous billing across all projects and service contracts.
• Clear jobs in the costed report within 48 hours of completion.
• Maintain and update the daily invoice and billing tracker consistently.
• Conduct weekly alignment meetings with Project Managers to identify risks and align invoicing status.

Contracts & Client Administration

• Maintain a complete database of contracts and SLA terms, ensuring accuracy of contract periods, signed copies, and service dates.
• Complete all new client and vendor onboarding documentation correctly and timeously.
• Ensure "Sold to" and "Ship to" records are processed within 24 hours and major client changes within 36 hours.

Administrative Queries & Coordination

• Provide timely support for general admin queries and client liaison requirements.
• Ensure smooth coordination between departments for document handling, tracker updates, and service records.

Key Performance Indicators (KPIs):

• Zero audit findings related to admin processes
• 80% reduction in credit notes due to admin-related billing errors
• Contracts and SLA database maintained with 100% accuracy
• Daily invoice tracker updated with 100% compliance
• All client master data changes processed within set deadlines
• Full clearance of costed jobs within 48 hours
• Intercompany billing completed on time, each month

Qualifications, experience, and other competencies required:

• Matric certificate.
• At least 5 years’ experience in the Fire/Security Industry and as a Senior Manager.
• People management experience.
• Administration, interpersonal communication, and client liaison skills are required.
• Strong planning, leadership, organizational skills as well as good interpersonal and communication skills are essential.
• Experience in Financial Management.
• Assertive / Goal driven / Self motivator / passion for the business.
• SAP Experience.
• Own reliable transport and valid Driver’s License is required.
• No criminal record.
• Excellent track record.

Core Competencies:

• Strong planning skills
• Leadership skills
• Organizational skills
• Good interpersonal skills
• Communication skills
• Client liaison skills

Deadline:6th June,2025