Project Coordinator

About the position

A company that offers a comprehensive range of interventions, from the selection of people to be trained and the designing of the course material to the actual training has an exciting opportunity for a quality-oriented Project Coordinator in KwaZulu/Natal.

The primary requirement for this position is the implementation of our client projects both on and off-site in line with signed off Client Service Level Agreements as well as project implementation plans / schedules. The role is responsible for operating within the confines of PMI’s Quality Management System which governs our accreditation and registration as a Skills Development Provider.

• 1 – 2 years’ experience


• Relevant NQF level 5 qualification


• Project management skills and exposure to the project management environment


• Experience in education, training and development


• Experience working with SETA's advantageous


• Administration experience in an educational institution


• Working knowledge of MS office with strong Excel skills


• Own vehicle and driver’s license

Project Scoping and Management

• Ensure that you and SDM, have met with the sales team and understand the required deliverables and time-frames of the agreed project


• Draft a project plan/schedule as per client requirements and the Qualification requirements


• Ensure SLA, seta and Audit compliance at all times


• Provide information with regards to the billing (supporting documentation)


• Keep the sales informed of any developments on the project on a continuous basis


• Liaison with SMO, client, learners, COE staff, Quality Management ensuring all processes managed in line with our internal SOP and QMS process

Project Initiation

• Ensure learners meet the minimum requirements of the selected qualification by conducting pre-assessments and providing the Account Manager with a report of the results and recommendations


• Confirm and prepare venues and/or refreshments in accordance with project plan/SLA


• Prepare relevant documentation within the required timeframes to meet deadlines for client and Seta requirements including Letters of Intent where relevant


• Schedule and conduct Learner Inductions


• Ensure that learnership agreements are signed and supporting documentation is completed by the learners according to QMS requirements


• Complete Learner sign-up and prepare all documentation in accordance with QMS requirements


• Complete Learner Registrations with relevant Setas and obtain proof of registration and upload to SOP folder


• Interview facilitators to build the database – Provide scope to COE to validate and add to database

Project Coordination

• Ensure learnership agreements are handed over to the Administrator to check and scan and uploaded to SOP folder


• Prepare Registers for Induction and classes


• Ensure administrator hands over attendance registers and learner material


• Collect and checking attendance registers before handing over to administrator to upload


• Ensure leave forms are submitted and handed over to administrator where applicable


• Ensure administrator continuously updates QA files and learner POE’s


• Ensure that learner evaluations are received per workshop and handed over to the administrator


• Receive and check PoE submissions and hand over to administrator for filing


• Capture attendance and results onto LMS

Project Monitoring and Support

• Support SDM with the project briefing of facilitator/assessor and reporting


• Ensuring that learners attend all classes and provide support to learners and facilitators, Assessors


• Ensure that coaching/facilitator reports are received per workshop and checked for learner progress


• Investigate and consult with learners at risk and highlight areas of risk to managers to discuss with client


• Provide client reports to SDM when required


• Ensure portfolios of evidence are maintained to the highest standards at all times


• Receive Assessed and Moderated files back and check for completeness and quality of Assessment and Moderation done


• Delivering/submission of Documents to local Seta (Regional) when required


• Check portfolios of evidence as per the check-list to ensure completion and ascertain gaps prior to the assessment being scheduled


• Action remediation sessions for learners

Project Close-out

• Action feedback on internal moderation from the COE


• Ensure adherence to SOP requirements


• Capture results/spreadsheets for Seta exits


• Prepare files for external moderation and external verifier where applicable


• Archive all documentation after external moderation

Desired Skills:

• Reading Comprehension
• Active Listening
• Critical Thinking
• Speaking
• Time Management
• Writing
• Monitoring