Hygiene Administrator - Cleaning at Fidelity Services Group

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

• Ensure the Cleaning mailbox order process is actioned and maintained daily on all orders. This includes requests for quotes for cleaning material, additional refills for hygiene units and consumables.
• Ensuring that all PO’s sent through the cleaning mailbox are actioned timeously for stock to be ordered from the suppliers; Nuwkem, Dynamicx, Twinsaver and G Fox and delivered to the respective clients during the 3 – 5 working days turnaround time.
• Create costings and request approval for stock to be ordered for internal and external clients, request for the RQN’s to be created and released.
• Ensure that PO received from clients include signed copies of the accepted quote for billing.
• Ensure that all billing for Cleaning requests is completed. This is for PO’s sent to the Cleaning mailbox for stock requests.
• Provide assistance to Operations on start of the hygiene, sanitary waste removal contracts. This includes scheduling the teams to install hygiene units at new site on the commencement date of the new contract.
• Scheduling hygiene services for the three teams. Including ablution deep clean, hygiene unit refills and collection of sanitary waste.
• Ensuring that all hygiene services carried out by team leaders are carried out in accordance with the service agreement.
• Send out weekly service schedule to the team leaders for services due to be rendered that week.
• Plan and manage the hygiene calender for team leaders for either 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 the stock ordered for monthly refills matches that of the refills that need to be serviced.
• Ensure that monthly refill stock and consumables are ordered timeously form 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 the contract agreement. That is for clients who are not being serviced but only require stock for cleaning, included but not limited to: hand sanitiser, toilet paper etc.
• Dispatch monthly refill stock to the coastal Area Managers for hygiene services rendered for coastal clients. This is dispatched per site, according to the service agreement.
• Follow up regularly with the suppliers for all ordered stock. Including monthly refills orders from Nuwkem and Twinsaver and once off cleaning orders from different suppliers.
• Communicate regularly with internal and external clients to ensure they are satisfied with the service received.
• Attend 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. This is to ensure that they are at work and for purpose of clocking in and out.
• Submitting adhoc posting sheets to billing to open lines for cleaners who worked according to the hours worked and signed for on the daily registers.
• Ensuring that once lines have been opened, they are captured on BPSI and submitted for payroll.
• Completion of daily posting sheets for Hygiene teams.
• Do posting sheet corrections for postings when needed for Hygiene Teams. Ensure time books are also checked and corrected.
• Check and do vetting of simulation payslips for Hygiene Teams.
• Match the hours posted on the timebook provided from payroll with that on the submitted 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, and ensure that strict deadlines and timelines are complied with.
• Ensure instructions on new hygiene installations are strictly adhered to.
• Ensure accurate dispatching of stock from stores take place. Follow up when needed.
• Maintain daily, weekly and monthly trackers and send to your manager for reviewing.
• Ensure to regularly follow up on all work tasks given to Team Leaders.
• 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.
• Able to handle a number of different assignments at the same time.
• Assisting with all Audit queries when required.
• Assisting with Ad Hoc tasks and projects when required by Management.

DIMENSIONS

Subordinates:  Manages the following people:

• 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.
• His/her interaction skills will have a direct effect on the attitude of employees and customers.
• His /her approach in dealing with employees, clients, suppliers and the public will assure maintenance of the key objectives of the company.
• Requires self control with the ability to remain calm in tense and conflict situations.
• The incumbent must be conversant in English. 
• He /she must understand the importance of a safe and healthy environment for all, safety at all times must receive its rightful priority.

THINKING ENVIRONMENT

• Inter personnel skills, language proficiency, writing, administrative and operational skills as well as 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 of the position is expected to be decisive yet flexible in his/her approach.

CONSEQUENCE OF ERROR

• Messages conveyed incorrectly could result in lost business or a negative image to existing customers.
• Poor communications, correspondence and reactions to requests and enquiries will convey a negative image of the company.
• Incorrect procedures or documentation could lead to costly litigation and poor service to our customers and or in house clients.