Administrative Coordinator

The Balanced Scorecard Institute Of South Africa - Cary, NC

Full-time - Entry Level

Cary, NC

About the position

The Administrative Coordinator will support the training and conference event planning teams at Strategy Management Group (SMG). This role involves coordinating administrative, logistical, and marketing support for both online and in-person training and conference programs, ensuring effective communication with various stakeholders. The position requires fluency in English and Spanish to facilitate customer interactions and program delivery.

Responsibilities

• Provide administrative support for training programs delivered by BSI/SMG, both directly and through international partners.
• Maintain online training schedules and registrations.
• Maintain comprehensive training records, including participant lists, schedules, and attendance sheets, and manage online registration for workshops.
• Handle telephone, email, and online HubSpot chat inquiries, directing them as appropriate.
• Coordinate event logistics, including booking venues and organizing classroom setups.
• Prepare and distribute materials, such as nametags, notebooks, course content, instructional notes, and feedback forms.
• Serve as the primary point of contact for potential customers, vendors, and program participants.
• Manage accounts receivable, invoice participants and training partners, working with the finance manager to ensure timely payment of invoices.
• Coordinate and oversee the assembly of workbooks and other training materials.
• Ensure timely shipping of materials to workshops, both domestically and internationally.
• Reconcile course expenses and provide financial data to the finance department to track training program performance.
• Handle shipping through UPS, FedEx, DHL and other shipping businesses, both locally and globally.
• Manage inventory of training materials and products, including books and other resources.
• Arrange domestic and international travel for employees and contractors, including handling visa requirements and using online tools or travel agencies.
• Submit detailed reports on training activities and outcomes.
• Recommend improvements or propose new programs and processes to enhance offerings.
• Fulfill product orders by packing and shipping items, such as books and other merchandise.
• Manage day-to-day functions in the office (getting/sorting mail, opening/closing, etc.), coordinating with the building property manager as needed.

Requirements

• Proven experience as a Training Coordinator, Administrator, Event Planner, Executive Assistant, or similar role.
• Solid understanding of office procedures and billing practices.
• Proficiency in MS Office and online communication platforms such as Zoom and MS Teams; familiarity with Learning Management Systems (LMS) and online tools like Miro or Mural are a plus.
• Comfort with learning new online systems, such as CVENT, travel software, expense management, HubSpot, shipping sites, and other online activity.
• Excellent organizational skills with the ability to multitask effectively.
• Strong communication skills, both written and verbal.
• Exceptional attention to detail.
• Strong technical aptitude, particularly with social media and other digital tools.
• A BS/BA in Business or a related field is preferred.
• Fluency in both English and Spanish is highly desirable.
• Ability to occasionally lift as much as 45 pounds.
• Must be available to occasionally work extended hours as needed.

Nice-to-haves

• Familiarity with Learning Management Systems (LMS) and online tools like Miro or Mural.
• Experience with CVENT, travel software, and expense management systems.