Operations Manager (Training sector)

Training Operations Manager

Introduction

A training and consulting company situated in Centurion is seeking an energetic and driven Training Operations Manager with at least 10 years operations management experience to join their dynamic team.

Job Purpose

Responsible to manage and lead the Operations, Logistics & Compliance department.

Responsible for creating and delivering an exceptional experience for the companys national clients by using current best practices in operations and logistics management to ensure that the company operates efficiently and effectively maintain client relationships.

Education And Requirements

Minimum Education Required:

National Senior Certificate
Business management degree or equivalent NQF 7 qualifications.

Minimum Experience Required

Minimum 10 years progressive operations management experience within a professional services business.

Skills And Nature Of Experience Required

Proficiency in relevant computer software programs and technology.
Proficiency in the following programs:
MS Office Suite
Pastel Accounting
Client supplier portals
Marketing Automation Tool
Web based Graphic Design Tools such as Piktochart and Canva
Adobe Editor
Knowledge of relevant laws, regulations, and compliance requirements.

Skills Required

Project Management
Client Relationship Building
Versatility (being able to juggle many tasks interchangeably)
Financial Management
Time Management
Problem Solving and Decision Making
Analytical
Agility & Adaptability
Attention to Detail
Multi-tasking
Stress Tolerance
People Leadership
Effective Communication
Collaboration

Key Performance Areas

Project and Operational Management

Overall Objective: To provide operations and logistics support and services to our external (Clients and Suppliers) and internal stakeholders (Sales Team, Facilitator Team, Technical Producer Team) that is efficient, caring, and seamless.

Manage the daily operations of the operations and logistics of company, including the alignment of client and facilitator training schedules through the Master Schedule dashboard.
Manage the company data hub/intelligence through appropriate technology.
Maintain a client history inventory.
Oversee the work of the logistics team and provide guidance and feedback to ensure work is completed accurately, efficiently and within deadlines.
Ensure all operations processes follow industry standards, company policies and legal requirements.
Monitor and analyse performance to identify areas for improvements and implement corrective actions as needed.
Maintain and develop the standard operating procedures (SOPs) to ensure consistency of efficiency in operations.
Manage the companys training material inventory through projection management and stock level control.
Continuous coordination with other departments such as the sales, facilitator and producer teams for planning of scheduled programmes, pre-programme preparations and post-programme activities for all programmes to ensure effective delivery of training.
Develop and maintain effective relationships with suppliers and other stakeholders necessary to ensure efficient operations and compliance.
Manage existing high profile corporate client relationships (Standard Bank, OLX, Momentum/Metropolitan, SASOL, Mr Price, Santam, Alexander Forbes, ERS, TFR, UNISA) through on-going support for operational training requirements.
Stay up to date with industry trends and best practices to continually improve operations processes and procedures (POPI, BEE).
Financial Management

Financial Management Objective: To issue prompt and correct invoices to clients; manage & communicate debtors; financial reporting to team.

Manage and oversee the quote approval process to receive confirmed purchase.
Ensure quotes are accurate, complete, and compliant with company policies and procedures.
Collaborate with the sales team around pricing strategies.
Invoice data management to ensure compliance.
Accurate and timely invoicing after each event or receipt of programme bookings
Liaise with sales team member to review and approve invoicing for accuracy and completeness before sending them to clients.
Monitor and track customer payments to ensure timely payment and minimize outstanding balances.
Collaborate with the finance team as needed.
Upload invoices on client supplier portals such as Ariba, Coupa, FNB Oracle.
Allocate/reconcile invoicing for each intervention.
Provide monthly tax invoice summary.
Provide monthly invoicing projections.
Manage commercial invoices for shipments (cross border clearances: Eswatini, Botswana)
Provide clients with statements.
Review and analyse outstanding debtors and develop strategies to manage and minimise debtors days outstanding.
Client reconciliation and liaison re outstanding debtors.
Generate a weekly summary of the debtors.
Compliance Management

Compliance Management Objectives: To ensure that THE is compliant in all legal certification, to ensure world class standards.

Manage and oversee the BEE compliance and verification process to maintain a Level 2 compliance.
Oversee & ensure compliance for criteria of all 7 elements:

Ownership
Management Control
Skills Development
Procurement
Enterprise Development
Supplier Development
Socio Economic Development

Analyse the companys BEE compliance status and develop strategies and training initiatives to ensure the correct and timely spend.
Develop and maintain relationships with BEE partners and suppliers (RSM, Skills Empire) to facilitate compliance.
Participate in verification agency site visits.
Prepare and submit regular BEE reports to regulatory bodies (ATR and WSP Reports) as required.
Ensure the company maintains SETA/QTCO Accreditation.
Liaise with Thrive to develop appropriate accreditation strategies.
Ensure SETA/QTCO policies and procedures are incorporated into the training process, including accreditation of all programmes (programmes to be linked to unit standards and NQF aligned).
Ensure the company maintains CPD Accreditation and compliance.
Oversee accreditation of all programmes.
Ensure the company remains accredited with