About the Role
To deliver high-level administrative, coordination, and client engagement support to the Key Accounts Department at Signa Artisans in Motion (AiM). This role is critical to ensuring the seamless execution of internal processes and client-facing activities, with a strong emphasis on efficiency, accuracy, and proactive problem-solving. The Key Accounts Administrator plays a central role in driving the department’s success through consistent service excellence,
structured project coordination, and effective collaboration with internal teams and external stakeholders.
Requirements
• Minimum NQF 5 qualifications in Administration, Marketing, Sales, or Business Management.
• Microsoft Office and Google Workspace proficiency: HIGH
• Training or certification in CRM systems (or similar) is an advantage.
• Sound understanding of the Learning and development landscape.
• Certificate in Project Management will be advantageous.
• Minimum 2-3 years’ experience in administrative support within a client-facing environment.
• Experience working with document management systems and CRMs.
• Exposure to a training or learning and development environment is advantageous.
• Demonstrated innovation and improved operational effectiveness.
• Valid code 8 driver’s license and own transport
• Project management experience (advantageous).
Competencies & Skills
• Strong written and verbal communication
• Advanced administrative and coordination skills
• Assertive, solution-oriented, and delivery-focused
• Client service excellence and professionalism
• CRM/data management proficiency (e.g., RDMS, AIMEX)
• Strong reporting and analysis capabilities
• High attention to detail and multitasking under pressure
• Discretion, confidentiality, and compliance awareness
• Collaborative and dependable team player
Duties & Responsibilities
Client Liaison & Service Support
• Manage routine and complex client communications with professionalism and minimal supervision.
• Draft and refine client quotations, proposals, and supporting documents with a high level of accuracy and client insight.
• Coordinate with Finance to oversee the delivery and follow-up of invoices, credit notes, and payment documentation.
• Lead client onboarding, including scheduling, documentation, briefing internal teams, and capturing data accurately.
• Manage and resolve client queries proactively, escalating complex matters where necessary.
• Maintain high-quality communication records in CRM systems (e.g., AIMEX), ensuring accurate and timely updates.
Sales, Client Retention & Pipeline Support
• Drive sales by identifying new client opportunities through direct engagement, referrals, and market feedback.
• Support the retention of existing clients by maintaining consistent service quality, responsiveness, and proactive engagement.
• Assist in developing client growth strategies in collaboration with the Supervisor and Senior Management.
• Track and update the client sales pipeline regularly to reflect status changes, new leads, and conversion metrics.
• Generate pipeline and sales performance reports to support strategic decision-making and revenue forecasting.
• Collaborate with internal teams to ensure commercial alignment between client needs and AiM’s service offering.
Advanced Administration & Documentation
• Oversee setup, maintenance, and audit readiness of client folders and documentation structures (e.g.,RDMS).
• Ensure full POPIA and internal SOP compliance across all documentation and data handling processes.
• Update and maintain pricing templates, proposals, and quotation packs in consultation with the Supervisor and Business Development.
• Ensure accurate and up-to-date data entry across systems (Aimex, RDMS, sales pipeline, etc.).
• Maintain clean records for reporting, audits, and internal reviews.
• Ensure accurate and up-to-date data entry across systems (Aimex, RDMS, sales pipeline,etc.).
Reporting & Analysis
• Generate detailed reports, including sales pipelines, client engagement trends, and project performance metrics.
• Interpret data to identify patterns and provide actionable insights to improve service delivery and efficiency.
• Take ownership of reporting cycles, ensuring accuracy, consistency, and data integrity.
• Support departmental reporting requirements by consolidating clean and organised data sets.
Project Coordination & Stakeholder Engagement
• Liaise with internal departments (Training Operations, Finance, Student Affairs) to align training schedules, learner logistics, and documentation.
• Monitor project timelines, risks, and deliverables, ensuring stakeholder accountability and aligned action.
• Prepare meeting agendas, record minutes, and ensure follow-through on decisions and deadlines.
• Represent the department in cross-functional initiatives and task teams when assigned.
• Generate weekly and monthly status updates and administrative reports.
Compliance, Process Improvement & Policy Adherence
• Coordinate learner logistics, document flow, schedules, and operational readiness in partnership withTraining, Admin, and Student Affairs.
• Coordinate learner logistics, document flow, schedules, and operational readiness in partnership withTraining, Admin, and Student Affairs.
• Ensure document security, confidentiality, and policy alignment in all external and internal engagements.
Development & Support
• Demonstrate consistent ownership, initiative, and accountability in all areas of responsibility.
• Contribute to the onboarding, training, and upskilling of new or junior administrative staff.
• Assist in the development and refinement of departmental SOPs, templates, and tools.
• Act as departmental representative in internal meetings or decision-making when delegated.
Internal Coordination
• Coordinate learner logistics, document flow, schedules, and operational readiness in partnership with Training, Admin, and Student Affairs.
• Track project milestones, deadlines, and bottlenecks, escalating risks to the Supervisor or General Manager for intervention.