Office-Based Operations Support Opportunity at Fidelity Services Group
Fidelity Services Group, through Fidelity Cleaning Services, is seeking a highly organised and detail-focused Operations Administrator – Cleaning to join its team 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 who can support complex cleaning operations through accurate documentation, financial administration, coordination, and client liaison.
The position plays a vital role in ensuring that all cleaning operations functions are supported efficiently through structured administrative processes, compliance, and effective communication across departments.
About the Role
The Operations Administrator – Cleaning provides office-based administrative support to all operational functions within Fidelity Cleaning Services. The role requires a high level of accuracy, planning, and multitasking due to the broad scope of responsibilities that span administration, finance support, purchasing, safety compliance, HR administration, client liaison, payroll coordination, and operational reporting.
This role demands strong organisational skills, the ability to work independently, and consistent adherence to internal processes, service level agreements, and legislative requirements within the cleaning industry.
Key Responsibilities
Operations Administration and Documentation Control
The successful candidate will be responsible for opening and maintaining new and existing client files, updating contract client lists monthly, and ensuring that all operational documentation is accurately designed, filed, and maintained.
Responsibilities include maintaining updated records of old, current, and amended contracts, filing all operational correspondence with clients, and ensuring that the shared drive is consistently updated with current and relevant documentation. The role also involves publishing and maintaining standard operating procedures and assisting with e-orders and IT-related requests within the Cleaning Department.
Financial Administration and Invoicing Support
The role includes significant involvement in financial administration, particularly around invoicing and contract management. This includes controlling credit notes from request through to processing and follow-up, preparing annual escalation reports, and drafting increase letters for customer distribution.
The Operations Administrator will manage recurring invoicing by checking, controlling, updating, and confirming invoice accuracy prior to final invoice runs. Additional responsibilities include adjusting chemical budgets after contractual changes, ensuring non-contract consumables and subcontractor invoices are billed monthly, and creating and checking sales orders for all cleaning sites.
Regular liaison with the Debtors Department is required to obtain and distribute debtor age analyses and to support the collection of outstanding debt.
Purchasing, Orders, and Fixed Asset Administration
The position supports Area Managers with the ordering of start-up equipment, chemicals, stationery, and fixed assets. This includes assisting with authorisation processes, forwarding approved requisitions to procurement, following up on purchase order numbers, and maintaining a fixed asset register.
The role also requires follow-up on outstanding back orders with stores or suppliers to ensure continuity of operations.
Human Resources and Payroll Coordination
The Operations Administrator will support HR-related administrative functions, including the loading of manpower transactions such as new appointments, terminations, transfers, promotions, salary changes, leave, and full-and-final payments.
Payroll-related responsibilities include consolidating pay queries, submitting them to payroll administrators, and supporting Area Managers with time book verification, roster corrections, and deadline compliance.
Client Liaison and Retention Support
The role includes supporting client retention efforts by collating monthly client satisfaction reports, calculating satisfaction scores, and assisting with PR calls to clients to assess service delivery levels.
Maintaining professional, proactive communication with clients contributes directly to service quality, retention, and operational credibility.
Operational Coordination and Compliance
Operational support includes coordinating monthly Area Manager stock sheets, communicating with fleet regarding vehicle-related matters, ensuring that all operational documents are correctly completed and filed, and assisting with the preparation of Health and Safety files for new contracts.
The Operations Administrator will also assist with query resolution within agreed SLAs, support new site roll-outs, and participate in ad hoc operational projects when required.
Safety and Workplace Standards
The role includes ensuring that SHE communications are displayed appropriately, maintaining a clean and safe office environment, and reporting unsafe acts or conditions to management. A strong understanding of safety priorities within the cleaning industry is essential.
Minimum Requirements
To be considered for this role, candidates must meet the following requirements:
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Relevant administrative experience within a cleaning or service-based environment
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Strong computer literacy with MS Word, MS Excel, and PowerPoint
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Ability to compile accurate reports, minutes, and professional correspondence
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Good understanding of cleaning industry-related legislation
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Strong organisational, planning, and multitasking ability
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Excellent written and verbal communication skills in English
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EE candidate status (mandatory)
Skills and Professional Attributes
The ideal candidate will demonstrate:
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High attention to detail and process compliance
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Strong interpersonal and human relations skills
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Ability to remain calm and professional under pressure
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Strong administrative and coordination capability
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Decisive yet flexible problem-solving approach
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Ability to manage multiple tasks and deadlines simultaneously
Core Competencies
The successful candidate will display:
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Strong planning and organisational skills
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Accountability and reliability
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Professional appearance and conduct
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Sound judgement and decision-making ability
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Ability to work independently while supporting multiple stakeholders
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 Operations Administrator – Cleaning
Candidates who meet the above requirements and are ready to support large-scale cleaning operations 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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