Cleaning Services Manager

Reporting to the Senior Manager: Custodial Services the Cleaning Services Manager is responsible for overseeing and managing all cleaning hygiene and waste service contracts to ensure the effective delivery of cleaning services to the property. Key responsibilities include managing vendor contracts coordinating with external service providers designing and actively implementing effective controls and monitoring processes ensuring that all staff and vendors meet and exceed service expectations control costs and ensure adherence to role requires the development implementation and oversight of best practice processes and quality standards to maintain property appearance. The Cleaning Services Manager must oversee day-to-day cleaning operations and coordinate with other support Departments to increase the effectiveness of the allocated cleaning service providers. The incumbent will be expected to work closely with the Events and Tenant Installation teams to provide the relevant cleaning support services and manage any related ad-hoc projects (tenant requests or CAPEX). The focus areas of leadership project management technical expertise and financial management will contribute to success in the building and communication with clients tenants and internal stakeholders is also key to addressing concerns and providing excellent customer service.

Objectives were found to be relevant to this job:

Contract Management and Compliance

Provide input into the development and negotiation of cleaning service contracts

Ensure consistent management of all contracts with service providers

Review contract terms conditions and expectations to ensure alignment with business expectations and company capabilities

Conduct regular audits on the SLA and devise and implement strategies to identify and resolve issues

Maintain deadlines on deliverables and communicate on an on-going basis with business partners and internal clients about contractual issues

Review contractual performance to ensure compliance with terms and to identify conflicts or changes requiring resolution at contract renewal

Assist with contract development and tender stages of all service providers at time of renewal of the contract

Produce and review policies and protocols for each cleaning-related discipline

Project Management

Plan projects and ensure it is programmed to a level of detail necessary for the team on-site to deliver the scheme without delays

Produce and analyse progress reports including updated costs and forecasts

Ensure agreed standard is adhered to as per set goals and in line with the approved budget

Lead project team to provide a superior standard of safety and project management

Prepare and submit all procurement- related paperwork and assist with tender stages and all meetings

Quality Control

Monitor service delivery issues and request(s) as logged on PLANON and ensure all cases are closed within the required timeframes

Ensure weekly PLANON feedback reports are submitted to line manager

Implement and monitor quality control measures to ensure cleaning services meet or exceed the contract specifications

Conduct regular inspections of cleaning activities and collaborate with vendors to address any performance issues

Implement continuous improvement initiatives to enhance service quality

Identify areas that need attention and issue non-compliance reports and or penalties where necessary

Produce and review policies and protocols for each cleaning-related discipline

Safety and Compliance

Ensure that a safe work environment is maintained through compliance with all health & safety policies and procedures

Collaborate with internal and external stakeholders to enforce safety protocols and address any concerns

Documentation and Reporting

Prepare monthly reports on contract performance client satisfaction and financial metrics for management review

Maintain accurate records of contract terms modifications and all audits and communications

Ensure all documentation is organised and easily accessible for auditing purposes

Stakeholder Relations

Establish and maintain positive relationships with internal and external stakeholders to ensure excellent customer service and professional cleaning services

Act as primary point of contact for all cleaning service-related enquiries concerns and ad hoc requests

Attend internal and external meetings to assess customer satisfaction and address issues promptly and ensure the production of accurate records of any discussions and actions required

Financial Management

Assist in the development and management of budgets related to all cleaning service contracts

Monitor monthly expenditures and identify cost-saving opportunities without compromising service quality

Review and approve all PLANON orders

Review and approve invoices from vendors in line with SLAs

Review and approve all ad hoc manual billing

Conduct and review audits of consumable products and the issue of stock as required

Ensure that all cost recoveries from events and ad-hoc cleaning takes place

Support internal audit team with the necessary document and paperwork as and when requested for auditing purposes

Events & Ad Hoc Requests

Co-ordinate with service providers to supply required services for all events and or ad hoc requests

Attend all event related planning meetings where required

Ensure implementation of all events-related cleaning procedures

Ensure all event-related Purchase Orders and Invoices are generated and paid for after event completion

Provide monthly recons on event-related income and expenditure to line manager

Serve as primary organizational contact during events for cleaning-related services

Educational requirements relevant to this job:

Business Management Project Management or related Degree / Diploma

Knowledge requirements relevant to this job:

Project management

Negotiation

Leadership

Customer Service and support

Conflict resolution

Safety awareness

Experience requirements relevant to this job:

5 Years Relevant Working experience

Experience in contract management preferably in the cleaning services industry

Experience working with Quality Management Systems (e.g. ISO 9001)

Please note this position will be filled in accordance with our Employment Equity requirements