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15 Feb 2017

Full-Time Training Operations Coordinator

PMDMS – Posted by Jasmine Johannesburg, Gauteng, South Africa

Job Description

  • Record Keeping
    • Maintaining accurate registers, schedules, and document control (Templates, version control)
    • Filing accurately and as per required standards both electronically and hardcopies where required
    • Tracking and producing statistical reports as required
  • Vendor Forms
    • Track and Maintain Vendor Number Register
    • Complete forms fully within strict turnaround times
    • Be proactive and use initiative to research unusual questions
    • Ensure delivery within deadlines by coordinating requirements from all roleplayers
    • Maintain an accurate database of common questions, and keep the answers updated to ensure faster processing
  • Stock Control
    • Meticulous record keeping
    • Physical control/Access control
    • Weekly Reporting
    • Forecasting future needs
    • Managing relationships with Suppliers, and doing all administration and liaison re quotes, purchase orders, deliveries, quality control, and payment, as per credit agreements and required standards.
    • Ordering where required to ensure uninterrupted delivery to our clients
  • Course Preparation
    • Preparing course documentation (such as attendance registers, certificates, name badges, course CDs, etc)
    • Course Material: formatting of materials and presentations (PowerPoint) as required
    • Preparing material (electronic) in Printer Directories
    • Manage deadlines so that material is always 100% ready and error-free for each course:  this will require coordination with our Presenters, our Printers, our Sales Team and the Operations team.
    • Ensure that material is checked before each course
    • Prepare material in other formats for promotions held from time to time (eg Kindle)

 

  • Supplier Liaison
    • Sourcing Suppliers and doing cost comparisons where required
    • Managing the purchasing process, from obtaining quotations to delivery and payment, within deadlines
    • Keeping good records
    • Quality control
    • Suppliers would include (but are not limited to):
      • Outside Training Venues – booking, coordination,
      • Couriers
      • Training Material
      • Travel
      • Presenters
  • Presenter Liaison
    • Communication with Presenters on all issues, and assist Management in resolving any problems
    • Management of Presenter deadlines for bookings, material updates and any other requirements
    • Summarise and distribute Course Feedback after each course, and bring any issues to the attention of Management
    • Recommend CVs of possible new Presenters, and set up interviews, draw up contracts, and organize co-facilitations, where required.
    • Source possible new Presenters for new courses or existing courses where more depth is needed
    • Maintain and update schedule, and create new schedule each year
    • Travel Arrangements – obtain quotes, prepare budget for sign-off, do all bookings, liaise with Presenters and Out of Town venues to ensure all goes smoothly – be Cost Aware!!
  • Training Logistics
    • Co-ordinate and manage training logistics for all public and in-house training courses
    • Invoicing as required (Pastel)
    • Coordinate with the CRM and the Client’s logistics contact person (Inhouse)
    • Ensure delivery of material in good time for training (Inhouse or Out of Town Public Course)
    • Ensure that Presenter Pack and Attendance Register are received back in good time(Inhouse or Out of Town Public Course)
    • Maintain Register and delegate contact details as required
  • Client Contact
    • Telephone Answering and appropriate direction of calls
    • Attending to internal and external client requests & enquiries (verbal & written)
    • Send reminders/confirmations or answer emails if required
    • Assist with delegate registration for training courses when required (Meet and Greet)
  • General office administration
  • Event Coordination (if required)

Job Categories: Administration. Job Types: Full-Time. Salaries: Less than 20,000.

Endless.

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