SafetyCloud Assistant Branch Coordinator, Vanderbijlpark

Closing date: 24 July 2026

Purpose:

The primary responsibility of this role is to provide effective branch administration, training coordination, customer service, and operational support to ensure the efficient delivery of training and compliance services. The SafetyCloud Assistant Branch Coordinator serves as a key liaison between clients, trainers, learners, suppliers, and Head Office, ensuring all training administration, SETA documentation, reporting, invoicing, and office operations are completed accurately, professionally, and within required timelines.

The role is responsible for maintaining compliance with company procedures, quality standards, accreditation requirements, and client expectations while contributing to a positive customer experience and smooth branch operations.

Responsibilities:

Communication and Client Liaison

• Serve as the primary point of contact for clients, learners, trainers, suppliers, and internal stakeholders.
• Build and maintain professional relationships with clients and service providers.
• Respond to and resolve client and learner queries efficiently and within established service levels.
• Provide updates to clients regarding training schedules, certificates, attendance records, and course administration.
• Coordinate daily, weekly, and monthly reports for the Business Support Coordinator and Head Office.
• Ensure a professional customer experience at all times.

Training Coordination and Administration

• Coordinate learner registration and sign-in processes for scheduled training interventions.
• Ensure attendance registers are accurately completed in accordance with company and SETA requirements.
• Prepare and issue training documentation, learner packs, assessments, and trainer packs.
• Monitor and track learner attendance, assessments, moderation, and certification processes.
• Ensure certificates are issued accurately and signed for upon collection.
• Maintain training records and learner databases in accordance with accreditation and quality requirements.
• Ensure all training documentation is completed, submitted, and filed correctly.

Compliance and Quality Management

• Ensure all learner files, attendance registers, assessments, and supporting documentation comply with SETA and Quality Management System (QMS) requirements.
• Upload and maintain learner records and supporting evidence on relevant company systems.
• Support internal and external audits by ensuring documentation is complete and audit-ready.
• Ensure project review checklists and quality requirements are completed accurately.
• Identify and report any non-conformances, quality concerns, or compliance risks.
• Assist with accreditation requirements and SETA submissions when required.

Office Administration and Branch Support

• Coordinate classroom preparation and ensure training facilities are fully equipped and professional.
• Manage office consumables, stationery, training materials, and related stock levels.
• Coordinate office maintenance and report facility-related issues.
• Manage relationships with service providers and suppliers relating to office operations.
• Ensure office operations comply with company standards and health and safety requirements.
• Maintain accurate filing systems, both electronic and physical.
• Perform general administrative duties including scanning, filing, photocopying, document management, and record retention.

Financial and Reporting Support

• Assist with branch invoicing processes and administration.
• Scan and upload proof of payment documentation as required.
• Review learner attendance against invoicing and report discrepancies.
• Perform supplier invoice verification and creditor reconciliations.
• Submit approved supplier invoices to the Finance Department.
• Maintain accurate financial and administrative records.
• Prepare reports and information requested by Head Office, Operations, Finance, and Management.
• Assist Sales Representatives with quotations and CRM administration when required.

Systems and Data Management

• Capture, maintain, and update learner, client, and supplier information on company systems.
• Ensure all training data is accurately recorded and maintained.
• Upload attendance registers, learner records, assessments, and supporting documents to designated platforms.
• Monitor data quality and integrity across systems and databases.
• Ensure compliance with data protection and confidentiality requirements.

Continuous Improvement

• Identify opportunities to improve administrative processes and customer service delivery.
• Contribute to branch efficiency and operational effectiveness.
• Support implementation of new systems, processes, and company initiatives.
• Maintain a proactive approach to problem-solving and process improvement.
• Stay informed of company procedures, SETA requirements, and industry developments.

Qualification:

• Matric / Grade 12 (Essential).
• National Diploma or Degree in Business Administration, Office Administration, Human Resources, Training Administration, Education, or a related field will be advantageous.
• Administration, Customer Service, or Training Coordination certifications will be advantageous.

Experience:

• Minimum 2 years' experience in an administrative, training coordination, customer service, or branch support role.
• Experience working with learner management systems, databases, or CRM platforms.
• Experience coordinating training schedules, learner documentation, and certification processes.
• Experience working within a compliance-driven or accredited training environment will be advantageous.
• Experience with financial administration, invoicing, and supplier management will be advantageous.

Skills:

• Strong administrative and organizational skills.
• Excellent verbal and written communication skills.
• Strong customer service and relationship management skills.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong attention to detail and accuracy.
• Ability to work independently with minimal supervision.
• Strong problem-solving abilities.
• Excellent document management and recordkeeping skills.
• Proficient in Microsoft Office Suite, particularly Excel, Word, Outlook, and Teams.
• Strong data capturing and information management skills.
• Ability to handle confidential information with discretion.
• Effective planning and coordination skills.

Knowledge:

• Office administration principles and best practices.
• Customer service principles.
• Training administration processes.
• SETA and learner administration requirements.
• Quality Management Systems (QMS).
• Document control and record management practices.
• Basic financial administration and creditor processes.
• CRM systems and learner management platforms.
• Microsoft Office applications.
• Company policies, procedures, and compliance standards.

Other:

• Ability to work under pressure and meet strict deadlines.
• Ability to process high volumes of administrative work accurately.
• Professional, confident, and service-oriented approach.
• Ability to interact effectively with clients, learners, trainers, suppliers, and internal stakeholders.
• Willingness to occasionally work outside normal business hours to support operational requirements.
• High level of professionalism, confidentiality, and attention to detail.
• High degree of professional ethics and values aligned with:
  • Integrity
  • Courage
  • Care
  • Passion
  • Innovation
  • Accountability
• Preference will be given to employment equity candidates.