Training Coordinator

Job Title: Training Coordinator / Administrator

Department: Training and Development

Reports to: Project Manager – Training

Location: Cape Town

Employment Type: Full-time

Job Summary

The Training Coordinator is responsible for managing and supporting all training administration, logistics, and reporting within the Training & Development department. This role combines strong technical expertise in Excel, systems, and data management with excellent relationship-building, planning, and communication skills. The individual will play a key role in ensuring smooth delivery of training activities by maintaining strong stakeholder relationships, keeping precise records, producing accurate reports, and providing professional support to trainers, participants, and external partners.

Key Responsibilities

1. Training Coordination

• Schedule and coordinate training sessions, workshops, and seminars.

• Liaise with trainers, participants, partners, and vendors to ensure smooth delivery of training programs.

• Book venues, arrange equipment, and oversee all logistics.

• Manage participant enrolment, invitations, confirmations, attendance, and post-session follow-ups.

• Training Calendar Management – support maintaining and publishing the weekly training calendar.

• Digital Training Logistics – Set up and monitor virtual classrooms (MS Teams, Zoom, SAP Learning Hub), including recordings and access control.

• Trainer Onboarding & Briefing – Ensure trainers are prepared with updated materials, delegate lists, and logistics information.

• Learning Material Management – Oversee preparation, version control, and distribution of training manuals, handouts, and digital resources

1. Relationship & Stakeholder Management

• Build and maintain strong, professional relationships with trainers, delegates, and business partners.

• Act as the key point of contact for all training-related communication and support.

• Ensure clear, timely, and professional communication with all stakeholders.

• Handle customer queries, provide status updates, and ensure excellent learner experience

• Support collaboration across departments to align training activities with business needs.

1. Data Management, Systems & Reporting

• Maintain accurate training records in Excel and learning management systems (LMS).

• Produce reports and dashboards to track attendance, compliance, performance metrics, and outcomes.

• Provide data-driven insights to management for decision-making.

• Ensure training systems run smoothly and troubleshoot issues when needed.

• Support invoice processing,

1. Monitoring, Feedback & Minutes

• Distribute and analyse feedback from participants and trainers to improve training effectiveness.

• Take accurate, well-structured minutes during training meetings, ensuring clear action points are captured and tracked.

• Support evaluation of training programs through feedback, assessments, and reporting.

1. Compliance & Certification

• Ensure all training programs meet client and organizational compliance standards.

• Manage drafting, tracking, and issuing of training certificates.

• Keep training documentation secure, audit-ready and in line with POPIA.

1. Continuous Improvement

• Identify opportunities to improve training processes, reporting methods, and participant experience.

• Contribute ideas for system enhancements and administrative efficiency.

• Actively support innovation in training delivery and coordination.

Skills and Qualifications

• Diploma or degree in Business Administration, Human Resources, or related field.

• Proven experience as a Training Coordinator, Training Administrator, or similar role.

• Advanced Excel skills (pivot tables, formulas, dashboards) and strong systems proficiency.

• Strong relationship-building and stakeholder management skills.

• Excellent planning and organizational skills; able to manage multiple priorities under pressure.

• Attention to detail with a focus on accuracy and quality.

• Confident in taking and producing professional meeting minutes.

• Strong written and verbal communication skills.

• Problem-solving and analytical mindset.

• Experience with e-learning platforms and virtual training tools (MS Teams, Zoom, etc.) is an advantage.

Working Conditions

• Office-based, with some travel to training venues when required.

• Flexibility in working hours may be needed to accommodate training schedules.