Cleaning Admin Support

Role Purpose

Own the front-line operations that win, schedule, and deliver high-quality cleaning services. You’ll price and quote jobs, visit sites, recruit and roster cleaners, order products and manage equipment, dispatch work via our CRM, and supervise quality on the ground.

Key Responsibilities

1) Quoting & Site Visits

• Respond to enquiries, conduct on-site assessments, and prepare accurate, itemised quotations (domestic, NDIS, aged care).
• Scope tasks, estimate hours, products, and equipment required; explain inclusions/exclusions and service standards.
• Convert quotes to jobs and hand over clearly to operations and field teams.

2) Scheduling, Dispatch & CRM

• Build and maintain job schedules and cleaner calendars in the CRM; optimise routes and travel time.
• Strong grasp of cleaning methods, products, and equipment for domestic/NDIS/aged care environments.
• Hands-on experience with CRM/job management tools (e.g., scheduling, dispatch, mobile checklists).
• Proven hiring/interviewing capability and team supervision.
• Solid written/verbal communication and professional client manner.
• Competent with Excel/Sheets and basic reporting.

3) Recruitment & Workforce Management

• Source, screen, and interview cleaners; run reference checks and onboarding (policies, inductions, uniform/tools).
• Maintain training/compliance records (e.g., infection control, manual handling, NDIS Code of Conduct awareness).
• Plan coverage for leave and urgent call-outs; support performance management where needed.

4) Field Supervision & Quality Assurance

• Conduct start-ups and random audits on sites; coach cleaners on technique, safety, and client communication.
• Manage incident/near-miss reporting and corrective actions; resolve on-site issues promptly.
• Maintain strong client relationships, handle service changes, and close feedback loops.

5) Inventory, Products & Equipment

• Order cleaning products per job scope; maintain minimum stock levels and safe storage.
• Manage equipment inventory (vacuums, steamers, mop systems, PPE): tagging, sign-in/out, maintenance, and repairs.
• Track usage and costs; recommend standardised product/equipment kits for efficiency and quality.

6) Reporting & Continuous Improvement

• Report weekly on quotes, conversion rates, utilisation, reworks, client feedback, and inventory spend.
• Recommend process improvements (checklists, standards, routing, kits) to lift quality and margin.

Skills, Experience & Qualifications

• 2+ years in cleaning operations, facilities, field service, or similar (quoting/scheduling experience essential).
• Confident conducting site assessments and building fair, profitable quotes.
• Strong grasp of cleaning methods, products, and equipment for domestic/NDIS/aged care environments.
• Hands-on experience with CRM/job management tools (e.g., scheduling, dispatch, mobile checklists).
• Proven hiring/interviewing capability and team supervision.
• Solid written/verbal communication and professional client manner.
• Competent with Excel/Sheets and basic reporting.

Licences/Checks

• Current Australian driver’s licence and reliable vehicle (frequent travel).
• National Police Check; Working With Children Check (or ability to obtain).
• NDIS Worker Screening (or willingness to obtain).
• Current First Aid & CPR (desirable).

Key Attributes

• Commercially minded: balances client needs, quality, and margin.
• Organised and proactive: plans ahead, follows through, and documents clearly.
• People-first leader: sets standards, coaches fairly, and builds trust.
• Problem-solver: calm under pressure; resolves issues on-site.
• Tech-comfortable: quick to learn new CRM and mobile workflows.

• Create and update client and cleaner profiles, allocate shifts, issue work orders, and monitor job progress in real time.
• Track job notes, photos, checklists, and client approvals; close out jobs with accurate time/product usage.