Intern: Product Administrator at Vox Telecom

Job Description

Purpose of the Job

• To provide administrative, coordination, research, and operational support to the Product Management function while gaining practical workplace experience in product management and product development.
• Role supports the product lifecycle by helping to maintain accurate product information, track development activities, follow up on outstanding actions, coordinate communication between relevant teams, and assist with the preparation of reports and product-related documentation.

Key Responsibilities

Product Administration

• Provide administrative support to the Senior Product Manager and Product Management function.
• Assist with maintaining product-related documentation, records, trackers, and reports.
• Prepare and organise product meeting agendas, supporting documents, and action lists.
• Record meeting notes and track agreed actions and deadlines.
• Follow up with relevant stakeholders on outstanding product-related actions.
• Maintain organised electronic filing systems for product documentation.
• Assist with updating product information, specifications, requirements, and supporting documents.
• Ensure product records are accurate, complete, and up to date.

Product Development Support

• Assist with coordinating activities across the product development lifecycle.
• Support the preparation and maintenance of product development plans and project trackers.
• Assist with tracking product development milestones, deadlines, dependencies, and deliverables.
• Follow up with relevant teams on outstanding information and project updates.
• Assist with identifying delays, risks, or outstanding actions and escalate these to the Senior Product Manager.
• Support the coordination of activities between Product, Engineering, Operations, Finance, Marketing, Design, and other relevant departments.
• Assist with preparing information required for product development discussions and decision-making.

Product Research and Analysis

• Conduct research on customer needs, market trends, competitor products, and industry developments.
• Assist with collecting and organising customer and stakeholder feedback.
• Compile research findings into summaries, presentations, or reports.
• Assist with analysing product performance information and identifying trends or recurring issues.
• Support the collection of information required for product planning and improvement.
• Assist with researching potential product features, enhancements, and new product opportunities.
• Maintain accurate records of research findings and supporting information.

Product Requirements and Documentation

• Assist with preparing and maintaining product requirement documents and supporting specifications.
• Collect information from relevant stakeholders to support the definition of product requirements.
• Assist with documenting product features, user requirements, business requirements, and process requirements.
• Review documentation for completeness, accuracy, and consistency.
• Assist with maintaining version control of product documents.
• Prepare summaries of product requirements for review by the Senior Product Manager and relevant stakeholders.
• Support the documentation of product changes, enhancements, and approved decisions.

Project Coordination and Tracking

• Maintain product project plans, trackers, and action registers.
• Monitor progress against agreed timelines and milestones.
• Follow up on outstanding tasks with relevant team members.
• Assist with scheduling product meetings, workshops, and stakeholder sessions.
• Record project updates and maintain accurate status information.
• Assist with preparing progress reports and status updates.
• Escalate significant delays, risks, dependencies, or unresolved issues to the Senior Product Manager.
• Support the coordination of activities required for product testing, readiness, and launch.

Cross-Functional Coordination

• Communicate with internal stakeholders to obtain product-related information and updates.
• Assist with coordinating communication between Product, Engineering, Design, Marketing, Operations, Finance, and other relevant teams.
• Support the distribution of product updates, meeting outcomes, and agreed actions.
• Assist with arranging workshops, product reviews, and planning sessions.
• Maintain professional working relationships with internal stakeholders.
• Ensure relevant information is communicated accurately and within required timeframes.

Product Testing and Quality Support

• Assist with coordinating product testing activities where required.
• Record product issues, defects, feedback, and improvement opportunities.
• Assist with tracking reported issues through to resolution.
• Support the collection of user feedback during testing and product rollout activities.
• Assist with documenting testing outcomes and outstanding actions.
• Escalate significant product issues to the Senior Product Manager or relevant team.
• Support activities aimed at improving product quality, usability, and customer experience.

Product Launch and Implementation Support

• Assist with preparing product launch checklists and supporting documentation.
• Track readiness activities required before product or feature launches.
• Assist with coordinating information required from relevant departments.
• Support the preparation of internal communication and product information.
• Assist with monitoring post-launch feedback and reported issues.
• Maintain records of product launch activities and outcomes.
• Support follow-up activities after product or feature implementation.

Reporting and Administration

• Assist with preparing product reports, presentations, and dashboards.
• Update product performance trackers and reporting information.
• Compile information received from different departments into structured reports.
• Assist with monitoring project progress and outstanding deliverables.
• Prepare summaries of product activities, risks, issues, and key actions.
• Maintain accurate records of meetings, decisions, actions, and approvals.
• Assist with general administrative activities within the Product Management function.

Continuous Improvement

• Assist with identifying opportunities to improve product processes and administrative activities.
• Collect feedback from stakeholders regarding product processes and customer needs.
• Support the documentation of process improvements and lessons learned.
• Assist with maintaining records of recurring product issues and improvement opportunities.
• Participate in product planning, review, and improvement discussions when required.

Compliance and Governance

• Follow company policies, procedures, and operational guidelines.
• Maintain confidentiality when handling business, product, customer, and commercial information.
• Ensure product documentation is stored and managed according to company requirements.
• Follow applicable governance, approval, and documentation processes.
• Escalate potential compliance, process, or data issues to the Senior Product Manager or relevant department.
• Complete assigned activities according to required quality standards.

Learning and Development

• Participate in workplace learning and development activities provided through the internship programme.
• Develop practical knowledge of product management, product development, project coordination, and business analysis.
• Learn about the product lifecycle, from research and requirements gathering to development, testing, launch, and continuous improvement.
• Apply guidance and feedback received from the Senior Product Manager and other team members.
• Participate in coaching, training, feedback, and performance discussions.
• Develop practical administrative, analytical, communication, and problem-solving skills.
• Complete assigned learning activities and maintain required internship documentation.

Qualifications

• Grade 12 / Matric.
• Diploma, or Degree in Business Administration, Business Management, Project Management, Computer Science, Commerce, or a related field will be advantageous.

Experience

• Previous exposure to administration, project coordination, product development, business analysis, research, or technology will be advantageous.
• Previous experience with Microsoft Office, particularly Excel, Word, PowerPoint, and Teams, will be advantageous.
• Exposure to project management, product management, CRM, or task management systems will be advantageous.
• Academic projects involving research, analysis, product development, or project coordination will be advantageous.
• Willingness to learn and develop practical workplace skills is essential.

Skills and Competencies

• Basic understanding of product management or willingness to learn.
• Interest in product development, technology, and customer needs.
• Basic understanding of project management principles.
• Ability to understand and document business and product requirements.
• Ability to conduct research and organise findings.
• Basic analytical and problem-solving ability.
• Ability to identify trends, recurring issues, and improvement opportunities.
• Good administrative and organisational skills.
• Strong attention to detail and accuracy.
• Good computer literacy.
• Basic to intermediate Microsoft Excel skills.
• Proficiency in Microsoft Word, PowerPoint, Outlook, and Teams.
• Ability to maintain accurate trackers, reports, and documentation.
• Ability to learn and use new systems and tools.
• Good verbal and written communication skills.
• Ability to communicate professionally with colleagues and stakeholders.
• Ability to take clear meeting notes and document actions.
• Ability to ask questions and seek clarification when required.
• Ability to work effectively within a cross-functional team.
• Good interpersonal and relationship-building skills.
• Strong willingness to learn.
• Attention to detail.
• Good time management.
• Ability to manage multiple tasks and deadlines.
• Ability to work independently when required.
• Ability to follow instructions and established processes.
• Good problem-solving skills.
• Ability to receive and apply feedback.
• Professional conduct and a positive attitude.
• Ability to maintain confidentiality.

Key Performance Indicators (KPIs)

• Accuracy and completeness of product documentation.
• Accuracy of product trackers and administrative records.
• Timely completion of assigned tasks.
• Timely follow-up on outstanding actions.
• Accuracy of meeting notes and action registers.
• Timely preparation of reports and presentations.
• Completion of assigned research and analysis activities.
• Accuracy of research findings and data captured.
• Adherence to project timelines and assigned deadlines.
• Number of outstanding actions followed up and resolved.
• Quality of administrative support provided to the Product Management function.
• Accuracy of product information and supporting documentation.
• Timely escalation of identified risks, issues, or delays.
• Compliance with company policies and procedures.
• Attendance and punctuality.
• Completion of internship learning and development requirements.
• Demonstrated improvement in product management and job-related knowledge.
• Ability to apply feedback and improve work performance.
• Professional conduct and teamwork.
• Overall quality and reliability of work completed.

Closing Date 19 September 2026