Administrative Officer

Elevated Training Academy; Gauteng; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading training organization in South Africa is seeking an Administrative Coordinator to provide support in learning and development interventions. Responsibilities include managing office operations, coordinating training logistics, and ensuring compliance with quality standards. The ideal candidate has a National Diploma in Office Administration and 2-3 years of relevant experience in an educational setting. This is a full-time, in-person position.

Qualifications

• 2–3 years' experience in an administrative role, preferably in an educational or training environment.

Responsibilities

• Manage day-to-day office administration operations, including reception duties.
• Prepare and distribute training materials and reports.
• Liaise with trainers to coordinate schedules and venue setup.
• Serve as the first point of contact for visitors and learners.
• Compile monthly branch performance reports to head office.

Skills

Organizational skills

Communication

Technical proficiency

Customer service

Attention to detail

Adaptability

Education

National Diploma in Office Administration or related field

Tools

MS Office

Database systems

Job description

Job Description

Provide administrative support and coordinate learning and development interventions, ensuring the smooth and efficient operation of the training academy administrative functions. Maintain the Learner Management system, coordinate training logistics, support learners and trainers, and create a professional and welcoming environment.

Key Responsibilities

• Administrative Coordination
  • Manage day-to-day office administration operations, including reception duties, filing, and correspondence.
  • Maintain accurate records of student registrations, attendance, and assessments.
  • Prepare and distribute training materials, certificates, and reports.
  • Monitor inventory and order supplies as needed.
  • Capture and maintain learning and development and financial records in line with the quality management framework.
  • Order and maintain stationary in line with business requirements and budget.
  • Process invoices and ensure authorisation and payment in line with academy standards.
• Training Support
  • Liaise with trainers and facilitators to coordinate schedules and venue setup.
  • Ensure delegates are registered for academic qualifications and courses.
  • Assist in booking classrooms, arranging equipment, and ensuring readiness for sessions.
  • Book venues, catering, and arrange logistics in line with approved schedule and budget.
  • Support learners with queries, documentation, and onboarding procedures.
  • Send learning invitations to delegates in line with approved schedule and consolidate confirmation of learning intervention attendance.
  • Update and communicate the training schedule and calendar to HR, line managers and relevant stakeholders.
  • Order and arrange printing of learning and other material.
  • Facilitate and render support for Assessments and Moderation initiatives, Portfolio of Evidences (POE), recognition of prior learning initiatives etc.
  • Prepare and submit learning and development reports in line with business requirements, quality management framework and regulatory requirements.
• Communication & Client Service
  • Serve as the first point of contact for visitors, learners, and service providers.
  • Handle phone and email inquiries professionally and promptly.
  • Maintain a welcoming and organized reception area.
  • Ensure positive internal and external stakeholder engagement through professional communication and interaction.
  • Maintain supplier information and keep records in line with academy standards.
• Compliance & Reporting
  • Ensure adherence to academy policies, procedures, and quality standards.
  • Compile monthly branch performance reports and submit to head office.
  • Assist with audits and accreditation documentation.
  • Familiarity with SETA processes and training compliance (advantageous) and assist in facilitating SETA training audits and surveys.
  • Order and arrange printing of learning material.
  • Comply with group policies, quality assurance standards and regulatory requirements.

Required Skills & Competencies

• Organizational skills: Ability to manage multiple tasks and prioritize effectively.
• Communication: Clear, professional verbal and written communication.
• Technical proficiency: Competent in MS Office, email platforms, and database systems.
• Customer service: Friendly, solution-oriented approach to learner and visitor support.
• Attention to detail: Accurate record-keeping and document handling.
• Adaptability: Comfortable working in a dynamic, learner-focused environment.

Qualifications & Experience

• National Diploma or equivalent in Office Administration, Business Management, or related field.
• 2–3 years' experience in an administrative role, preferably in an educational or training environment.

Additional Information

• Job Type: Full-time.
• Work Location: In person.