International Program & Scheduling Coordinator | Contract at IQbusiness

Job Description

• iqbusiness is seeking to employ an Virtual Program & Scheduling Coordinator on a 12-month contract to collaborate with an international partner from our offices in Welgemoed, Cape Town, Northern Suburbs. This is a hybrid role (3 days on-site; 2 days WFH).
• The Virtual Program & Scheduling Coordinator plays a vital role in ensuring that all resource‑related aspects of program delivery are executed efficiently and accurately.
• This role focuses on the behind‑the‑scenes program coordination, resourcing, including room and auditorium allocation, Salesforce program inputs, hotel resourcing activities, and proactive follow‑up with internal stakeholders.
• They contribute significantly to the success of the program operations by supporting the Resources Management team, ensuring smooth planning processes, and helping implement automation and AI-enabled tools that will enhance efficiency across resourcing, Program Coordination, hotel workflows, and room allocation.

Key Responsibilities:

• Enter, update, and maintain program-related inputs in Salesforce to ensure accurate resource and data management
• Allocate auditoriums and study rooms in Salesforce based on program requirements, availability, and operational constraints
• Support hotel resourcing activities, including updating rooming needs, availability tracking, and coordination with the Hotel Booking team
• Liaise with our Commercial teams to follow up on missing or pending program information required for accurate planning
• Coordinate with Program Coordinators, Faculty Assistants, Campus Services, Hotel Booking, and other internal stakeholders to ensure resource needs are clearly captured and fulfilled
• Monitor changes in program requirements and adjust room, space, and hotel allocations accordingly
• Support the Resources Management team in maintaining a global overview of capacity, usage, and constraints across programs, facilities, and hotel resources
• Contribute to the rollout and implementation of automation and AI-supported tools designed to optimise room allocation, hotel resourcing, and related workflows
• Document processes, support change management efforts, and help train team members on new digital or AI-based solutions
• Ensure all resource related procedures follow IMD quality standards and are consistently updated, tracked, and executed promptly

Minimum Requirements:

• Bachelor’s degree in hospitality management, business administration, operations, or equivalent
• Extensive experience in international, multicultural environments with a proven track record in virtual planning
• Experience in seamlessly coordinating international resources from a South African base
• Proven ability to manage complex program-related inputs within CRM systems (Salesforce highly advantageous) to ensure 100% accuracy in resource allocation

Skills Required:

• Strong organisational skills with proven attention to detail and accuracy
• Excellent computer literacy (MS Office required; Salesforce is a strong advantage)
• Knowledge in program coordination, hotel operations, resourcing, and facility management
• Tech-savvy and comfortable learning and supporting new digital and AI tools
• Strong coordination and communication skills with the ability to collaborate across multiple teams
• Ability to manage several priorities simultaneously and deliver to deadlines
• Proactive, reliable, and solutions-oriented attitude with a strong sense of responsibility
• A team player who thrives in a collaborative, fast-paced environment