Scheduling Coordinator

6 months ago

Pretoria, South Africa Axiom Private Tutoring Company Full time

**Job Title**:Scheduling Coordinator

**Department**: Administration

**Reporting To**: Head of Administration

We are looking for dynamic, hardworking and business minded individuals who are not afraid of putting their shoulders to the wheel. Our fast paced, high-pressure environment requires someone with managerial skills willing to work long hours as we expand and scale up our business. This is not your average run of the mill admin position and if you are a go getter ready to take charge then this is the perfect opportunity for you. If you are willing to go the extra mile to achieve audacious goals in a rapidly changing and growing environment, then this is the perfect challenge. This position streamlines the relationship between the business, clients and tutors by ensuring that lessons are scheduled timeously and accurately keeping all parties well informed on the calendar and in so doing learner readiness and success is maximised.

**Responsibilities**
- Build relationships with customers and tutors to ensure that they have a surprisingly good experience with the business
- Arrange lessons by liaising with customers, learners, and tutors
- Ensure that the billing system corresponds to lessons booked
- Ensure that all invoiced lessons are booked and conducted
- Ensure that all catch up lessons are booked and conducted where appropriate
- Educate clients where necessary with regards to forfeiture of lessons and other contractual arrangements
- Educate part-time tutors and other company consultants about contractual obligations where required
- Represent the company with a positive and professional attitude at all times when dealing with stakeholders (clients, tutors, schools etc.)
- Resolve issues and complaints from clients, and tutors
- Advise learners and tutors on how to overcome barriers to learning
- Proactively identify ways that we can improve the level of service we offer
- Preparing regular financial and administrative reports
- Maintain and update company databases
- Organize a filing system for important and confidential company documents
- Update office policies as needed
- Maintain a company calendar and schedule appointments
- Ensure that company calendar matches the billing system
- Prepare reports and presentations with statistical data, as assigned
- Arrange travel and accommodations
- Coordinate office activities and operations to secure efficiency and compliance to company policies
- Invoice clients & collect payments
- Support budgeting and bookkeeping procedures
- Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
- Create and update records and databases with personnel, financial and other data
- Assist colleagues whenever necessary
- Plan and coordinate administrative procedures and systems and devise ways to streamline processes
- Recruit and train tutors and allocate responsibilities and office space
- Assess tutor performance and provide coaching and guidance to ensure maximum efficiency
- Ensure the smooth and adequate flow of information within the company to facilitate other business operations
- Manage schedules and deadlines
- Monitor costs and expenses to assist in budget preparation
- Oversee facilities services, maintenance activities and tradespersons (e.g. electricians)
- Organize and supervise other office activities (recycling, renovations, event planning etc.)
- Ensure operations adhere to policies and regulations
- Keep abreast with all organizational changes and business developments
- Other duties that may reasonably be expected of you within the company from time to time

**Qualifications and key personal characteristics**
- Able to work long hours and meet deadlines
- Work well under pressure
- Excellent numerical and computer skills especially Google Forms, Excel and Quickbooks
- At least 2 years calendar management experience
- At least 3 years office administration experience
- Fleet management or logistics experience highly advantageous
- Reliable, dependable, honest having integrity
- Has an eye for detail
- Maintain a positive attitude towards work
- Entrepreneurial spirit
- Analytical thinker
- Able to problem solve independently - solutions minded
- Strong communication skills
- Team player

Remuneration: R13000-R20000 negotiable depending on experience

Pay: R13,000.00 - R18,000.00 per month

Ability to commute/relocate:

- Pretoria, Gauteng: Reliably commute or planning to relocate before starting work (required)

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