Administrative Controller
Location: KwaZulu-Natal
Job Type Classification: Permanent
Closing Date: None
Salary: market related
Position Overview
We are seeking a motivated, detail-oriented, and organized professional to provide comprehensive administrative support to the Production Team and Learning & Development (L&D) department. The successful candidate will contribute directly to the efficient planning, coordination, and execution of learning and development processes across the business. This role is vital in supporting operational excellence through training delivery, onboarding, and skills development activities.
As part of our dynamic environment, the incumbent will be responsible for managing a variety of administrative functions ranging from training logistics to stakeholder liaison, ensuring that internal and external learning interventions are delivered seamlessly and efficiently.
Key Responsibilities
1. General Administrative Support
- Provide administrative support across various L&D and production functions including training operations, reporting, HR processes, training budgets, and manpower planning.
- Address general queries regarding processes and systems from internal stakeholders in a professional and timely manner.
- Prepare and maintain presentations, manuals, and training documentation.
- Coordinate special events, meetings, and internal communications such as newsletters (e.g. Clover Communicate / In Clover).
2. Learning & Development Process Management
- Coordinate the preparation and maintenance of all documentation related to learner registration and training participation.
- Prepare and distribute relevant learning materials and documentation to support training sessions and learning interventions.
- Maintain proper storage and archiving of training materials and learning records.
- Assist in coordinating and supporting the rollout of various training programs and development workshops.
- Liaise with Sector Education and Training Authorities (SETAs) and accredited training institutions to ensure alignment with compliance requirements.
- Manage service delivery levels to ensure internal and external customers receive consistent and quality support.
- Assist in the planning and execution of skills development initiatives, including needs analyses, gap assessments, and tracking performance trends post-training.
- Support processes such as training nominations, scheduling, and execution of the annual training calendar.
- Support productivity improvement by initiating studies in selected job categories to assess task distribution, utilization, and potential areas of operational enhancement.
3. Training & Logistics Coordination
- Manage all training logistics including venue arrangements, catering, and pre-session communication with delegates.
- Coordinate with external service providers to assess training requirements, develop content delivery plans, and monitor effectiveness.
- Handle travel, accommodation, and logistical arrangements for facilitators and participants as needed.
- Generate and process purchase orders, liaise with finance departments, and ensure timely payment for training-related services.
4. Onboarding Process Support
- Ensure that all onboarding resources (e.g., equipment, access, documentation) are prepared and ready in advance of employee start dates.
- Coordinate the scheduling and communication for orientation sessions and new hire activities.
- Track onboarding activities across departments and provide reminders to relevant stakeholders to complete their assigned onboarding tasks.
- Provide timely follow-up and resolve any delays in the onboarding workflow.
5. Reporting and Record Management
- Generate routine and ad hoc reports and analytics from the Learning Management System (LMS) and related databases (financial, training effectiveness, compliance).
- Compile supporting documentation for audits and internal reviews to ensure data accuracy and regulatory compliance.
- Maintain and update the electronic filing system, including archiving, version control, and the organization of all L&D-related documentation.
- Conduct periodic audits of administration processes to identify inefficiencies or risks and make recommendations for process improvements.
- Ensure that all learning and development data is accurate, confidential, and compliant with organizational standards.
Minimum Qualifications and Experience
- A National Diploma or Degree in Business Administration, Human Resources, Education, or a related field.
- 3 to 5 years of proven experience in a similar role supporting learning, development, or HR administration.
- Demonstrated experience working with senior management and multiple stakeholders across business units.
- Proficiency in Microsoft Office (Excel, Word, PowerPoint) and familiarity with Learning Management Systems.
- Excellent command of Business English (spoken and written).
- Prior experience managing training schedules, documentation, logistics, and budgets is essential.
Key Competencies
- Problem-solving & Decision-Making: Able to handle administrative challenges efficiently and offer practical solutions.
- Integrity: Consistently acts with honesty, confidentiality, and ethical responsibility.
- Quality Orientation: Strong attention to detail and commitment to high standards in documentation and reporting.
- Results-Driven: Takes initiative to deliver on deadlines and objectives efficiently.
- Team Player: Willing and able to collaborate effectively with diverse teams.
- Interpersonal Skills: Strong relationship-building capabilities with stakeholders and training providers.
- Organizational Skills: Excellent time management, planning, and coordination skills.
- Customer Orientation: Committed to delivering excellent internal service to staff and departments.
- Communication: Able to express ideas clearly and provide professional communication both verbally and in writing.
- Technological Proficiency: Comfortable working with administrative systems, databases, and training software.
Why Join Us?
This is an opportunity to become part of a growing team that values continuous learning, internal growth, and process efficiency. You’ll contribute to the success of critical workforce development initiatives and help create a culture of growth and capability within the business.
Interested candidates should submit a CV and cover letter outlining relevant experience and qualifications. We are an equal opportunity employer and welcome applications from all suitably qualified individuals.
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