Training Planning Administrator

SGS; Sandton; On-site; ZAR 200,000 - 300,000; Full time

Job summary

SGS, the world's leading inspection and certification company, is seeking an Administrator to ensure effective planning and scheduling of services. This role requires a strong administrative background, attention to detail, and excellent communication skills to liaise with clients and manage service delivery. The ideal candidate should be adaptable, organized, and committed to upholding the highest standards of quality and integrity in all tasks.

Qualifications

• Minimum 5 years administrative experience required.
• Strong service industry background and experience in client liaison.
• Event planning or project management experience is an advantage.

Responsibilities

• Plan and organize services using business processes and tools.
• Ensure successful execution of services and management of related documentation.
• Communicate effectively with clients regarding service confirmations and arrangements.

Skills

Attention to detail

Organizational skills

Customer focus

Interpersonal skills

Planning and organizing

Problem solving

Excellent communication

Basic budget comprehension

Education

National Senior Certificate (Matric Grade 12)

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft PowerPoint

Job description

Company Description

SGS is the world’s leading inspection, verification, testing and certification company. SGS is recognized as the global benchmark for quality and integrity. With more than 97,000 employees, SGS operates a network of over 2,600 offices and laboratories around the world.

Job Description

The Administrator will be responsible for planning, scheduling, organizing and overseeing services to ensure that they are successfully timeously executed, using the applicable business processes and tools.

Planning/Scheduling

• Receive Sales Pack/Proposal and ensure that all documents are added to the relevant SharePoint Repository / Folder.
• Plan all relevant applicable services for all new and existing customers as per Business Assurance standards. Liaise with clients on suitable dates and service confirmations.
• Plan supplementary visits or services as required. (Where applicable)
• Allocate competent resources and allocate planned activities based on the applicable codes and standards, qualification, expertise, approval from affiliate (where relevant) and workload allows.
• Plan services to ensure that monthly budgets are met.
• Maintenance and monitoring of the applicable service dates in the diary. This includes the man-days, management, postponements, cancellations and control of diary changes on the live SharePoint diary.
• Doing travel arrangements for resource including visa applications, forex, business letters, etc.
• Responsible for all courier of training material and hardcopy certificates.
  
  

RESOURCE FINALISATION

• Issue relevant confirmation documents / request quote to resource for expenses.
• Administrator to submit signed confirmation documents / quote to finance for Purchase Order generation.
• Set-up and maintenance of training venues and consumables (tea, coffee, etc).
  
  

POST SERVICE ADMIN

• Ensure that all post service documents are provided to Finance departments.
• Loading of post course exams where applicable as well as communication for Post Training Surveys to learners and issuance of certificates.
  
  

GENERAL ADMIN

• Acquaint yourself with the relevant online systems applicable to your department.
• Keep finance informed of any Client contact detail changes. (Where applicable)
• Deal with or escalate client queries and complaints relating to services.
• Monthly report as required to the Operations Manager.
• Provide assistance to all Managers, Stakeholders and Colleagues when required.
• Perform all duties in accordance with the SGS Statement of Integrity.
• Compliance to all relevant Business Assurance operational policies and procedures.
• Adhere to SGS policies, procedures as well as any other instructions, either verbal or in writing to yourself.
• Adhere to all quality and safety requirements of the SGS management system.
• Perform any other reasonable tasks as assigned by direct line manager.
  
  

Qualifications

Education

• National Senior Certificate (Matric Grade 12)
  
  

Experience

• Min 5 years administrative experience.
• Strong service industry background with small team involvement.
• Client and supplier liaison experience.
• Event planning / Project management experience would be an advantage.
  
  

Required Skills

• Attention to detail
• Organizational and record-keeping skills
• Customer focus and service orientation
• Basic budget comprehension
• Administrative skills
• Interpersonal skills
• Works well under pressure
• Excellent computer literacy in Excel, Word, Outlook, PowerPoint
• Excellent communication skills
• Excellent English communication: Speaking, reading, writing
• Work under pressure and meet deadlines
• Good communication and interpersonal skills
• Languages: Proficiency in English (Read, Speak, Write)
• Any other languages are an added advantage
• Planning and organising
• Ability to problem solve
• Adapting and responding to change
• Combination of strategic and business development skills set
• Enjoy working in a multi-disciplinary and culturally team environment
• Enjoy and willing to travel frequently for business
• Maintain the highest standard of personal and technical integrity
• Strong interpersonal, presentation and communication skills
  
  

Additional Information

• Cease the use of any equipment that may be deemed to constitute a safety hazard or entry to hazardous environments without the necessary knowledge and protection and take action to address the hazard.
• Cease to carry on with work that may affect the quality (integrity) of services and take action to address the issue.
• Initiate a formal improvement request when a deviation of the system occurs, possible improvements are identified or when nonconformity is identified.