Operations & IT Coordinator Full-time, on a contractor agreement · Cape Town hybrid (Riverlands office)

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

Job summary

iO-Sphere trains people in data and AI, and The AI Board awards qualifications in them. You’ll own the Microsoft 365 administration for two organisations and build workflows to reduce manual tasks, while ensuring security and policy compliance.

You’ll work remotely with occasional office days in Cape Town, managing users, licences, and HR‑level IT processes, and helping prepare for Cyber Essentials and ISO 27001.

Qualifications

• Hands-on Microsoft 365 administration with users, licences, email, Teams and SharePoint.
• Experience building workflows or automations in a CRM.
• HubSpot is ideal; Salesforce or Zoho are acceptable alternatives.
• Strong written and spoken English; ability to teach and document processes.

Responsibilities

• Build workflows and automations in HubSpot, Microsoft 365, Teams and Zapier.
• Run day‑to‑day platforms: users, licences, email, joiners/leavers, subscriptions, device register.
• Maintain SharePoint structure and templates behind applications.
• Be first IT contact, help users, and improve tool usage.
• Set up and manage company laptops via the device management system.
• Keep Cyber Essentials and ISO 27001 readiness, including logs and data registers.
• Update The AI Board and iO-Sphere pages with accurate information.
• Store policies and documents with version control and easy access.

Skills

Microsoft 365 admin

HubSpot CRM

CRM automation

SharePoint

Teams

Zapier

English communication

WordPress

Tools

HubSpot

Microsoft 365

Zapier

WordPress

HubSpot CMS

Job description

• Type: Full-time, on a contractor agreement You'd work 9:00 to 17:30 SAST and get 20 days' paid leave plus South African public holidays, the same as our employed staff. We don't have a South African company, so this isn't PAYE. Nothing is deducted and you pay your own tax as a provisional taxpayer.


• Location: Cape Town hybrid (Riverlands office) Mainly remote, with office days in Riverlands for training and team working, so you need to live in or near Cape Town.


• Pay: R24,000 to R28,500 a month (cost to company, before tax), depending on experience


• Start: Early 2027


• Eligibility: The right to work in South Africa (we can't offer visa sponsorship). Two references, one from your most recent employer. A SAPS police clearance certificate with digital fingerprints, apostilled, which we arrange and pay for. A criminal record doesn't automatically stop you being considered. Safeguarding and Prevent training, which we give you when you join.

You're the person colleagues come to when something in Microsoft 365 isn't working, and you fix it properly. You like building the workflow that means nobody has to do that job by hand again.

You'd run the systems behind iO-Sphere and The AI Board from Cape Town, working directly with our Operations Manager.

What you'd do

iO-Sphere trains people in data and AI, and The AI Board awards qualifications in them. Both are UK organisations, and both run on Microsoft 365, Teams, SharePoint, HubSpot and Zapier. It's one role across both organisations, with shared systems and priorities, so it isn't double the work.

We want someone who gets hands-on with a problem and sorts it, rather than flagging it and waiting for someone else to fix it.

Your week

• Building workflows and automations in HubSpot, Microsoft 365, Teams and Zapier, and spotting the next job worth automating.


• Running our platforms day to day, which means users, licences and email, joiners and leavers, software subscriptions and the device register.


• Looking after SharePoint, including the structure and templates behind the applications and evidence that centres submit to The AI Board.


• Being the first point of contact for IT, helping people with their problems and getting them more out of the tools they use.


• Setting up and managing company laptops through our device management system.


• Keeping both organisations ready for Cyber Essentials and ISO 27001, from the policies and security basics to the incident and data request logs, the data protection register, and helping prepare the yearly certification applications.


• Keeping the pages, course and qualification details and forms on The AI Board's website accurate and working, and later on iO-Sphere's too.


• Making sure policies, processes and other key documents are stored where people can find them, kept up to date and version-controlled.

We're a startup, so there'll be other things to pick up as we grow, and we'd expect you to help where it's needed.

Why you'd want it

You'd own the systems two organisations run on, and you'd see the time your automations save people. You'd get good at HubSpot, Microsoft 365 administration and security compliance.

How we work isn't finished. If you see a better way to do something, we'll actually do it.

Who you are

You've done hands‑on Microsoft 365 administration, with users, licences, email, Teams and SharePoint, and that one's essential. You've built workflows or automations in a CRM. HubSpot is ideal, but Salesforce, Zoho or something similar is fine. You work through everyday IT problems logically. You notice when something's inefficient and can say why a fix is worth making. You teach yourself new tools from the documentation, a course or an AI tool, and you understand what you build well enough to explain how it works. You keep records, access and documents straight.

It helps if you've used Zapier or something like it, edited a website in HubSpot CMS or WordPress, know UK GDPR or POPIA, or hold a HubSpot or Microsoft certification. You don't need to know Cyber Essentials or ISO 27001 yet, as long as you're willing to learn what they ask for.

You'll need clear written and spoken English, you'll need to be comfortable working remotely, and you'll need to live in or near Cape Town so you can come into our office in Riverlands. If that's you, we want to hear from you.

About iO-Sphere and The AI Board

We train people in data and AI by having them do the work. Over 1,000 people have trained with us, and companies including PwC, BAE Systems and Dunelm send their teams to us. The AI Board is the UK's only awarding body built just for artificial intelligence and data. It's based in Norwich and offers Ofqual-regulated qualifications to learners, education centres and employers.

How we hire

1. Screening call (about 45 minutes). With our Recruitment and People Ops Lead on Teams, covering our safer recruitment questions and the skills the role needs.


2. Initial conversation. A conversation with our Operations Manager about the role, how you like to work and what you're looking for.


3. Scenario-based assessment. A practical scenario based on the work, with our Operations Manager. We send it to you in advance so you can prepare.


4. Final call. A final interview with our Managing Director and a senior colleague from The AI Board about why you want to join us, how you like to work, and whether we are the right fit for each other.


5. Offer and checks. An offer, conditional on a SAPS police clearance (through MIE), proof of your identity and right to work, and two references.

iO-Sphere is committed to safeguarding and operates within regulated Further Education environments. This role requires an apostilled police clearance certificate, and safeguarding and Prevent training. 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.