Operational and Administrative Support Opportunity at Fidelity Services Group
Fidelity Services Group, through Fidelity Cleaning Services, is seeking a highly organised and detail-driven Hygiene Administrator – Cleaning to join its operations in Midrand, Gauteng, on a permanent basis. This associate-level role is open to Employment Equity (EE) candidates only and is suited to an experienced administrator with strong coordination, stock control, scheduling, and client communication capabilities within a cleaning and hygiene services environment.
The position plays a critical role in ensuring that all internal cleaning and hygiene administration processes, stock ordering, service scheduling, billing, and compliance activities are executed accurately and timeously.
About the Role
The Hygiene Administrator – Cleaning is responsible for managing the end-to-end administrative coordination of hygiene and cleaning services. This includes handling quotations, purchase orders, stock dispatching, service scheduling, billing support, payroll-related administration, and ongoing communication with internal teams, suppliers, and clients.
The role requires a high level of multitasking, planning, and attention to detail due to the volume and variety of operational tasks. The successful candidate must ensure strict adherence to internal processes, service agreements, and timelines while maintaining strong customer relationships and operational efficiency.
Key Responsibilities
Order Processing and Quotation Management
The successful candidate will manage the Cleaning mailbox daily, ensuring that all incoming requests for quotations, hygiene refills, consumables, and cleaning materials are actioned promptly. This includes creating costings, requesting approvals, and ensuring that RQNs are created and released correctly.
All purchase orders received must be verified, including confirmation that signed acceptance of quotations is in place for billing purposes.
Supplier Coordination and Stock Ordering
The role includes ensuring that all approved purchase orders are actioned timeously with suppliers such as Nuwkem, Dynamicx, Twinsaver, and G Fox, with stock delivered to clients within the required 3–5 working day turnaround time.
Ongoing follow-ups with suppliers are required to ensure timely delivery of monthly refills, once-off cleaning orders, and consumables.
Hygiene Service Scheduling and Coordination
The Hygiene Administrator is responsible for planning, managing, and maintaining the hygiene service calendar, including weekly, monthly, quarterly, and once-off services. This includes scheduling hygiene teams for:
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Ablution deep cleaning
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Hygiene unit installations and refills
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Sanitary waste removal services
Weekly service schedules must be issued to team leaders, and all services must be rendered in accordance with the relevant service agreements.
Dispatching and Stock Control
The role involves ensuring accurate dispatching of monthly refill stock and consumables to team leaders, coastal area managers, and clients in line with servicing schedules and contractual requirements.
Stock quantities must be confirmed with stores, and all dispatched stock must align with actual service requirements to prevent shortages or over-ordering.
Billing, Payroll, and Posting Administration
The Hygiene Administrator will ensure that all billing for hygiene and cleaning requests is completed accurately. This includes managing posting sheets, submitting ad hoc postings for billing, and ensuring that all opened lines are correctly captured on BPSI and submitted for payroll processing.
Additional responsibilities include:
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Managing attendance registers
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Completing daily posting sheets
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Correcting posting and timebook discrepancies
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Vetting simulation payslips
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Matching payroll timebooks with attendance registers
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Completing and submitting PER 4 and PER 17 documentation when required
Client Communication and Query Resolution
The role requires regular communication with internal and external clients to ensure service satisfaction. Client queries relating to hygiene refills, sanitary waste removal, cleaning orders, and deep cleaning services must be resolved swiftly and professionally, following the correct escalation processes when required.
Building and maintaining strong client relationships is essential to ensuring service continuity and customer confidence.
Monitoring, Reporting, and Compliance
The Hygiene Administrator must maintain daily, weekly, and monthly operational trackers, submitting reports to management for review. Continuous follow-up with team leaders is required to ensure that assigned tasks are completed as scheduled.
The role also includes assisting with audit queries, ad hoc tasks, and special projects as requested by management.
Minimum Requirements
To be considered for this role, candidates must meet the following requirements:
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Relevant administrative experience within a cleaning, hygiene, or service environment
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Strong computer literacy with MS Word, MS Excel, and SAP
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Excellent organisational and planning skills
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Strong written and verbal communication skills in English
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Ability to manage multiple assignments simultaneously
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High attention to detail and process compliance
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EE candidate status (mandatory)
Skills and Professional Attributes
The ideal candidate will demonstrate:
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Excellent administrative and coordination skills
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Strong time management and multitasking ability
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High level of interpersonal and communication skills
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Ability to remain calm and professional under pressure
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Strong customer service orientation
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Proactive problem-solving ability
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Strong relationship-building skills
Core Competencies
The successful candidate will display:
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Strong planning and organisational capability
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High levels of accountability and reliability
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Decisiveness combined with flexibility
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Professional appearance and conduct
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Ability to work independently with minimal supervision
Working Environment and Employment Details
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Position Type: Permanent
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Company: Fidelity Services Group
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Division: Fidelity Cleaning Services
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Location: Midrand, Gauteng
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Industry: Cleaning Services
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Job Functional Area: Functional Area
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Minimum Experience Level: Associate
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EE Status: Only open to EE candidates
Apply for Hygiene Administrator – Cleaning
Candidates who meet the above requirements and are ready to contribute to a high-volume operational environment are encouraged to submit their applications before the closing date.
Closing Date: 28 January 2026
Applications can be submitted via the platform below:
Apply for this position
If you do not receive feedback after applying, please consider your application unsuccessful.
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