Training Coordinator/Administrator

Training Coordinator/Administrator
This highly pressurised position would ideally suit the candidate who has worked within a Training environment or has an exceptionally strong and organised administrative background. Based in Parktown this well known Training Solutions Provider is seeking a self starter who has advanced computer skills.
To manage all logistical and administrative requirements to ensure flawless delivery of our Training Courses/Events to our clients. The specific tasks assigned to each co-ordinator will be allocated and reviewed by the Operations Manager on an ongoing basis, and task rotation will ensure that all team members gain the required knowledge and experience to handle all operational requirements.

Training Operations administration and coordination duties include (but are not limited to) the following key areas:

Record Keeping
Maintaining accurate registers, schedules, and document control (Templates, version control)
Filing accurately and as per required standards both electronically and hardcopies where required
Tracking and producing statistical reports as required
Vendor Forms
Track and Maintain Vendor Number Register
Complete forms fully within strict turnaround times
Be proactive and use initiative to research unusual questions
Ensure delivery within deadlines by coordinating requirements from all roleplayers
Maintain an accurate database of common questions, and keep the answers updated to ensure faster processing
Meticulous record keeping
Physical control/Access control
Weekly Reporting
Forecasting future needs
Managing relationships with Suppliers, and doing all administration and liaison re quotes, purchase orders, deliveries, quality control, and payment, as per credit agreements and required standards.
Ordering where required to ensure uninterrupted delivery to our clients
Preparing course documentation (such as attendance registers, certificates, name badges, course CDs, etc)
Course Material: formatting of materials and presentations (PowerPoint) as required
Preparing material (electronic) in Printer Directories
Manage deadlines so that material is always 100% ready and error-free for each course: this will require coordination with our Presenters, our Printers, our Sales Team and the Operations team.
Ensure that material is checked before each course
Prepare material in other formats for promotions held from time to time (eg Kindle)
Sourcing Suppliers and doing cost comparisons where required
Managing the purchasing process, from obtaining quotations to delivery and payment, within deadlines
Keeping good records
Quality control
Suppliers would include (but are not limited to):
Outside Training Venues – booking, coordination,
Training Material
Communication with Presenters on all issues, and assist Management in resolving any problems
Management of Presenter deadlines for bookings, material updates and any other requirements
Summarise and distribute Course Feedback after each course, and bring any issues to the attention of Management
Recommend CVs of possible new Presenters, and set up interviews, draw up contracts, and organize co-facilitations, where required.
Source possible new Presenters for new courses or existing courses where more depth is needed
Maintain and update schedule, and create new schedule each year
Travel Arrangements – obtain quotes, prepare budget for sign-off, do all bookings, liaise with Presenters and Out of Town venues to ensure all goes smoothly – be Cost Aware!!
Co-ordinate and manage training logistics for all public and in-house training courses
Invoicing as required (Pastel)
Coordinate with the CRM and the Client’s logistics contact person (Inhouse)
Ensure delivery of material in good time for training (Inhouse or Out of Town Public Course)
Ensure that Presenter Pack and Attendance Register are received back in good time(Inhouse or Out of Town Public Course)
Maintain Register and delegate contact details as required
Telephone Answering and appropriate direction of calls
Attending to internal and external client requests & enquiries (verbal & written)
Send reminders/confirmations or answer emails if required
Assist with delegate registration for training courses when required (Meet and Greet)
Stock Control
Course Preparation
Supplier Liaison
Presenter Liaison
Training Logistics
Client Contact
General office administration
Event Coordination (if required)
Post matric qualification a definite advantage

Clean driving licence and own car

Minimum 5/7 years relevant experience

Excellent command of the English Language


Medical Aid Admin, Gauteng