Operations and IT Coordinator

iO Sphere; Cape Town; Hybrid; ZAR 268,000 - 318,000; Full time

Benefits offered by this job

20 days paid annual leave

Job summary

iO-Sphere and The AI Board in Cape Town is seeking an Operations & IT Coordinator to build, maintain and improve our systems, including HubSpot workflows, Microsoft 365, Teams and Zapier automations.

You'll work with our Director of IT and Operations to run platforms day to day, support colleagues, and keep us audit-ready for Cyber Essentials and ISO 27001 while ensuring proper documentation and data protection.

Qualifications

• Hands-on Microsoft 365 admin experience.
• Experience building workflows in a CRM (HubSpot preferred).
• Strong problem-solving and practical IT skills.
• Self-starter with ability to learn new tools from docs.
• Excellent record-keeping and version control.

Responsibilities

• Build and improve systems with automations.
• Manage day-to-day platform operations and users.
• Provide IT support and first point of contact.
• Maintain audit readiness for Cyber Essentials and ISO 27001.
• Manage website content and documents.

Skills

IT support

Workflow automation

CRM workflows

Problem solving

Documentation

Tools

HubSpot

Microsoft 365

Zapier

SharePoint

MDM system

Job description

iO-Sphere and The AI Board | Cape Town, South Africa (Hybrid)

We’re looking for an Operations & IT Coordinator to build, maintain and improve the systems that keep iO-Sphere and The AI Board running smoothly. Both UK organisations deliver data and AI training and award recognised qualifications.

Working directly with our Director of IT and Operations, you’ll focus on building smarter ways of working through HubSpot workflows, Microsoft 365, Teams and Zapier automations, alongside providing day-to-day IT support and maintaining our readiness for Cyber Essentials and ISO 27001 audits.

This is one role supporting both organisations, with shared systems and priorities, not double the workload. We want someone who takes ownership, gets hands‑on with problems and finds practical solutions, rather than simply flagging issues and waiting for someone else to fix them.

About iO-Sphere and The AI Board

iO-Sphere trains people to do things with data and AI, not just learn about them. Over 1,000 people have trained with us, and teams at PwC, BAE Systems and Dunelm send us their people.

The AI Board is the UK's only awarding body built exclusively for artificial intelligence and data. Based in Norwich, it offers Ofqual-regulated qualifications for learners, education centres and employers.

What you'll do

• Build and improve our systems. Create workflows and automations in HubSpot, Microsoft 365, Teams and Zapier, and deliver efficiency improvements across the business
• Run our platforms day to day. Manage users, licences, email, joiners and leavers, software subscriptions and our device register, and look after SharePoint, including the structure and templates behind The AI Board's application and evidence submission process
• Provide IT support. Be the first point of contact for IT, resolving queries and helping colleagues get the most from our tools
• Keep us audit-ready. Maintain our Cyber Essentials and ISO 27001 policies and security basics across both organisations, including setting up and managing company laptops and other devices through our device management (MDM) system, logging incidents and data requests, keeping our data protection register up to date, and helping prepare the yearly applications
• Manage website content. Keep pages, course and qualification details and forms on The AI Board's website (and, in time, iO-Sphere's) accurate and working
• Manage our documents. Make sure policies, processes and other key documents are stored properly, kept up to date and version-controlled

What we're looking for

• Hands‑on Microsoft 365 admin experience: users, licences, email, Teams and SharePoint. This is essential for the role
• Experience building workflows and automations in a CRM. HubSpot is ideal, but a similar CRM works
• A technical, logical problem‑solver who resolves everyday IT problems, notices inefficiencies and can explain why a fix is worth making
• A self‑starter who teaches themselves new tools using documentation, online courses and AI tools, and who understands what they build well enough to explain how it works
• Strong attention to detail: you keep records, access and documents straight and version‑controlled
• Willingness to learn what Cyber Essentials and ISO 27001 require, and to keep us audit‑ready
• Clear written and spoken English, comfortable working remotely, and able to come into our Cape Town office when needed
• Bonus: hands‑on HubSpot, Zapier or similar automation tools, website content in HubSpot CMS or WordPress, UK GDPR or POPIA, and HubSpot or Microsoft 365 certifications

The essentials

• Full‑time contractor agreement (not PAYE). We do not currently have a South African entity, so South African team members receive full‑time contractor agreements and handle their own tax (as provisional taxpayers). Starts in early 2027
• Hybrid in Cape Town: mainly remote, with office days for training and team working. Hours are 9:00 to 17:30 SAST
• R24,000 to R28,500 per month, depending on experience
• 20 days paid annual leave, plus South African public holidaysRight to work in South Africa (we can't offer visa sponsorship), two references including one from your most recent employer, and a clear South African Police Service (SAPS) police clearance. We arrange and pay for the clearance
• Safeguarding and Prevent training when you join

Location

This role is based in Cape Town. You'll work mainly remotely, with office days for training and team working, so you need to be able to get to our Cape Town office when needed.

How we hire

A short screening call with our Operations Executive, an initial conversation with the Director of IT and Operations, a scenario‑based assessment where you get notice to prepare and then walk us through your approach, and a final conversation with our leadership team. Any offer is conditional on satisfactory pre‑employment checks.

Safeguarding

iO-Sphere and The AI Board are committed to safeguarding and work within regulated education environments. All applicants must complete their application honestly and in full, and consent to the pre‑employment checks required for the role. Failure to disclose relevant information, or providing false information, will result in the application being withdrawn or employment being terminated.

A criminal record does not automatically stop you from being considered. We assess each case individually, looking at the nature of the offence, how long ago it was and its relevance to the role.

Equal opportunities

iO-Sphere and The AI Board are equal‑opportunities employers. We hire on merit and welcome applications from every background.