Training Administrator

Phoenix Recruitment; Pretoria; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A local recruitment firm in Pretoria is looking for a Training Coordinator to oversee scheduling, logistics, and compliance for training programs. The candidate should have a Grade 12 / Matric and a relevant certificate or diploma, along with experience in training administration or HR coordination. Key skills include organizational abilities, attention to detail, and proficiency in Microsoft 365 and Excel. Experience in the transport and logistics field is a distinct advantage.

Benefits

Comprehensive training support

Professional growth opportunities

Qualifications

• At least 3 years of experience in training administration or related operational admin.
• Experience in the transport & logistics industry is advantageous.
• Familiarity with compliance training documentation is preferred.

Responsibilities

• Coordinate and schedule training sessions, ensuring accurate training records and compliance.
• Manage logistics for training facilities and materials.
• Produce monthly reports and dashboards on training effectiveness.

Skills

Organizational skills

Problem solving

Customer service mindset

Detail-oriented

Training calendar management

Vendor coordination

Education

Grade 12 / Matric

Certification / Diploma in HR or related field

Tools

Microsoft 365

Moodle

PaySpace

Excel

SharePoint

Job description

Duties

• Training Coordination & Scheduling: Build and maintain the annual training calendar.
  Schedule trainers, classrooms, equipment and employee availability (avoiding off days and weekends where applicable).
  Issue invitations, joining instructions and track RSVPs and attendance.
  Coordinate external providers and manage vendor bookings.
• Records Management & Compliance: Maintain accurate learner records (attendance, results, certificates, unit standards) in the LMS and HRIS.
  Track mandatory training (e.g., Occupational Health & Safety, Defensive Driving, Dangerous Goods, First Aid).
  Monitor expiry dates and trigger renewal training on time.
  Ensure training files meet audit requirements (internal audit, DoEL inspections, customer audits).
• Reporting & Analytics: Produce monthly dashboards (completion rates, no shows, cancellations, costs per learner, training hours).
  Provide gap analyses against legal / contractual requirements and training matrices.
  Support budgeting (forecast demand, track actual spend vs. budget).
• Learner Support & Communications: Handle learner queries.
  Distribute pre-work, assessments, feedback surveys and training materials.
  Collect and consolidate course evaluations; elevate issues and improvement opportunities.
• Quality & Process Improvement: Maintain SOPs for Training Centre; drive continuous improvement.
  Ensure data integrity in LMS/HRIS; perform routine reconciliations with payroll/HR.
  Support accreditation/ETQA documentation where applicable (e.g., TETA submissions).
• Logistics & Facilities: Prepare classroom setups (attendance registers, sign-in sheets, Wi‑Fi, projector, PPE where relevant).
  Manage training consumables and asset allocation.
• Training Material: Assist the Senior Driver Trainer with updating training material, presentations and assessments.
  Manage, update, edit or remove content on the LMS.

Requirements

• Grade 12 / Matric
• Certificate / Diploma in HR, Training Administration, Office Administration or Logistics
• At least 23 years in training administration, HR coordination or related operational admin
• Experience in transport & logistics will be an advantage
• LMS competence (Moodle) preferred
• MS Office (Excel, Word, PowerPoint) required
• Familiarity with compliance training (OHS, driver training, etc) and audit documentation
• Training calendar management; class scheduling; LMS data entry & reporting
• Excel (VLOOKUP/XLOOKUP, PivotTables, data validation) for tracking & dashboards
• Document control and record-keeping aligned to audit standards
• Vendor coordination and PO/Invoice processing
• Detail‑oriented with high data accuracy
• Organized and able to juggle multiple priorities under time pressure
• Customer service mindset, professional communication with drivers, supervisors, trainers
• Problem solver
• Integrity & confidentiality with personnel records
• HRIS/Payroll: PaySpace
• Collaboration: Microsoft 365 (Outlook, Teams, SharePoint, OneDrive)
• Document Management: SharePoint / OneDrive (controlled folders)