X3 Academic Operations Administrator

**Job Purpose**:
To maintain student records; including Reseller Administration, responding to product queries, Reseller Administration, Assessment administration, Database and Register Management, Communication with Resellers and Students, Support Centre Administration and Support

**Duties & Responsibilities**:
Support Centre Administration
- Implement support centre plan
- Communication: Communicate with the relevant campus staff on each support centre activity as per plan
- Written and verbal communication must be relevant to the query
- Advise Line manager of any possible challenges in time
- Administration: Manage Database (including registers and other reports)
- Meticulous record keeping (Customer and Financial)

Student Support
- Respond to student queries within the stipulated SLA in a calm and tactful manner
- Responsible for student document storage electronically and hard copies
- Processing of student registration

Operational Administration

Order Processing:

- Receive and process customer orders for products accurately and in a timely manner.
- Verify order details, pricing, and product availability before processing.
- Customer Communication:

- Communicate with customers to provide order confirmations and resolution of any issues.
- Address customer inquiries about product specifications, availability, and pricing.
- Maintain a professional and customer-focused communication approach.

Inventory Management:

- Monitor inventory levels of products and collaborate with the procurement team to ensure stock availability.
- Assist in managing returns, exchanges, and warranty claims for defective products.

Product Knowledge:

- Develop and maintain a strong understanding of product offerings, certifications, and technology solutions.
- Provide product information and recommendations to customers based on their needs.

Documentation and Reporting:

- Maintain accurate records of customer orders, inquiries, and interactions in the company's CRM system.
- Generate regular reports on sales activities, order statuses, and inventory levels.

Process Improvement:

- Identify opportunities to streamline and improve administrative processes, enhancing overall efficiency.
- Collaborate with cross-functional teams to implement process enhancements.

Collaboration:

- Work closely with the sales team to support their efforts in meeting sales targets and customer satisfaction goals.
- Liaise with vendors, distributors, and internal departments to ensure smooth operations.

Compliance and Policies:

- Ensure compliance with company policies, pricing guidelines, and ethical standards in all interactions.
- Adhere to reseller program requirements and guidelines.

Project Planning
- Implement Projects as delegated by the Line Manager
- Responsible for the implementation for the relevant project plans
- Provide feedback to manager/s as required.
- Participate in review and mitigation plans as needed

**Minimum Requirements**:
**Qualifications**:

- Matric (NQF Level 4 National Certificate)
- Higher Certificate In Administration (NQF Level 5) Ideal

Experience
- Office Administration / Personal Assistant / Student administration or similar environment 1-2 Years
- Customer Service: Dealing with client queries and reporting 1-2 Years
- Must be able to demonstrate attention to detail and quality assurance 1 - 2 Years

**Key Competencies (Operations)**:

- Knowledge and understanding of the South African higher education systems and regulatory framework.
- Ability to manage time effectively.
- Attention to detail.
- Customer service orientated.
- Ability to effectively cope with change.
- Deadline orientated and can work well under pressure.
- Be able to work in a team environment.
- Effective communication skills

**Salary**:
Market related.

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