TES Operations Coordinator (Midrand)

Job Purpose:

The Administrative & TES Operations Coordinator is responsible for providing comprehensive, multi-functional support across administration, human resources, contractor management, financial administration, and business development activities. This role exists to ensure the smooth and efficient day-to-day operational functioning of the business by maintaining accurate records, supporting people processes, coordinating contractor and recruitment administration, and contributing to timely invoice follow-up and payment collection efforts.

Key Responsibilities:

1. General Administration

• Provide day-to-day administrative support to ensure smooth and efficient office operations
• Maintain accurate records, filing systems, and business documentation
• Assist with correspondence, scheduling, and general office coordination
• Remain flexible and responsive to ad hoc tasks and shifting priorities as directed by management

2. Timesheet & Contractor Management

• Accurately process and track timesheets for permanent staff and contractors
• Coordinate and support the management of Independent Contractors (IC) and TES (Temporary Employment Service) Contractors
• Ensure compliance with contractor agreements and internal company policies
• Liaise with contractors regarding timesheets, documentation, and queries

3. Training Program Assessments

• Manage and process candidate applications for training programs
• Coordinate and administer assessments for applicants
• Track candidate progress and maintain up-to-date assessment records
• Communicate outcomes and feedback to relevant internal and external stakeholders

4. Recruitment & Placement Support

• Assist with end-to-end recruitment administration processes
• Support the placement of successful candidates within appropriate roles
• Maintain recruitment trackers and update candidate pipelines regularly

5. Human Resources Support

• Provide general HR administrative support, including maintaining employee records and HR documentation
• Assist with onboarding and offboarding processes in line with company procedures
• Support HR-related queries and escalate matters where necessary
• Ensure all HR processes are followed in accordance with company policies and applicable legislation

6. Accounts & Invoice Follow-Up

• Follow up on outstanding client invoices to ensure timely collection of payments
• Communicate professionally with clients regarding overdue accounts and payment arrangements
• Escalate unresolved outstanding invoices to management within agreed timeframes
• Liaise with the finance team to ensure payments are accurately recorded and reconciled

7. Business Development Support

• Conduct cold calling to prospective clients to introduce company services
• Research and identify potential new clients and target markets
• Maintain and update a prospect database with accurate and current contact information
• Follow up on leads and schedule meetings or consultations as directed by management
• Assist in drafting introductory emails and business correspondence to prospective clients
• Submit regular reports on cold calling activities and leads generated to management
• Capture and record all client interactions and outcomes within the same business day

Minimum Requirements:

Requirement Detail

• Experience Minimum 1–2 years in an administrative or HR support role
• Contractor Knowledge Understanding of IC and TES contractor environments (advantageous)
• Communication Confident, professional verbal and written communication skills
• Technical Proficiency MS Office Suite — Word, Excel, Outlook (proficient)
• Organisation Strong time-management and organisational skills
• Attitude Proactive, flexible, and solutions-oriented

Preferred Attributes

• Experience working within a training, staffing, or technology solutions environment
• Exposure to basic accounts administration or debtor follow-up
• Comfortable with outbound calling / business development support activities
• Ability to work independently and as part of a collaborative team
• Working Conditions
• Fast-paced, multi-functional office environment
• Role requires flexibility in task prioritisation as directed by management
• May be required to assist across departments based on operational needs

Flexibility & Adaptability

The successful candidate must understand and embrace the dynamic nature of this role. Daily tasks and priorities may shift based on business requirements, and the incumbent will be expected to adapt accordingly without compromising on quality or professionalism. A willingness to assist across all areas of the business when operationally required is essential.