Safetycloud Branch Coordinator, Polokwane at SafetySA

Responsibilities

Communication and Client Liaison

• Coordinate and compile daily and weekly reports for the Business Support Coordinator.
• Establish and maintain positive relationships with clients, suppliers, trainers, and internal staff.
• Welcome and register students on training dates.
• Resolve and log client and student queries promptly and professionally to ensure customer satisfaction.
• Monitor the issuing of certificates and ensure all relevant documentation and student acknowledgements are completed and recorded.

Office Administration

• Coordinate and oversee classroom preparation for scheduled training sessions.
• Review and manage supplier invoices for the branch.
• Ensure trainer ID packs and SETA documentation are prepared and available when required.
• Manage the scanning and uploading of signed attendance registers and SETA documentation to Odyssey and Head Office.
• Track learner documentation and office packs until certificates are ready for collection.
• Coordinate office consumables and service providers.
• Procure and maintain adequate stock levels of office supplies and stationery.

Reporting and Operational Support

• Scan and upload proof of payment documentation to Head Office and Odyssey.
• Ensure assessments are submitted, assessed, and moderated within required timeframes.
• Upload completed attendance registers to Odyssey.
• Ensure the branch complies with company quality standards and maintenance requirements.
• Maintain accurate records and submit documentation to Head Office as required.
• Prepare and submit reports requested by Head Office.
• Review sales invoiced against actual student attendance and identify discrepancies.
• Assist Sales Representatives with CRM quotations when required.
• Ensure training files and documentation are audit-ready for QMS and SETA audits.
• Support additional SETA-related requirements as requested by Head Office.
• Ensure project review checklists are completed and maintained.
• Perform general administrative duties including scanning, photocopying, and filing.
• Report quality-related non-conformances to the Administrator.
• Perform creditor reconciliations and submit approved invoices to the Finance Department.
• Coordinate annual supplier reviews and audits, including caterers, stationery suppliers, and other service providers

Requirements

Qualification:

• Grade 12 (Matric).
• A Diploma or Degree in Business Administration, Office Administration, or a related field will be advantageous.

Experience:

• Minimum of 2 years' administrative experience.
• Experience working with databases, CRM systems, and Microsoft Office Suite.

Skills and Knowledge:

• Understanding of SETA, training administration, or educational environments will be advantageous.
• Excellent organisational and time management skills.
• Strong attention to detail and accuracy.
• Ability to work independently and manage multiple priorities.
• Ability to process high volumes of work within strict deadlines.
• Strong interpersonal and communication skills.
• Customer-service orientation.
• Problem-solving and analytical skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, and Teams).
• Ability to maintain confidentiality and handle sensitive information professionally.

Other:

• Valid driver's licence will be advantageous
• Own reliable vehicle

High degree of professional ethics and values aligned with:

• Integrity
• Courage
• Care
• Passion
• Innovation
• Accountability
• Preference will be given to employment equity candidates.