[Hiring] Knowledge Systems Coordinator @SAOTA

Role Description

We're looking for a highly capable and detail-driven Knowledge Systems Coordinator to join the Core System Centre (CSC). This is a senior-level administrative and operational role, designed to support and scale CSC's services across both SAOTA and ARRCC.

You'll work closely with the Operational Systems Facilitator (Senior Administrator) and play a key role in driving productivity, knowledge-sharing, and systems adoption across both businesses. This role is ideal for someone who thrives in a fast-paced environment, enjoys working with people and systems, and is passionate about Microsoft 365 tools, training, and knowledge enablement.

What You'll Do

• Microsoft 365 Productivity Tools (Anchor Focus)
  • Act as CSC's go-to expert on Microsoft 365 tools across SAOTA and ARRCC (including Copilot, Teams, Loop, Planner, OneNote, and related platforms).
  • Develop training materials, onboarding content, quick-reference guides, and tips & tricks documentation.
  • Facilitate training sessions and workshops for new joiners and existing staff.
  • Provide ongoing support and troubleshooting, acting as a key point of contact for staff queries.
  • Monitor tool adoption and usage, identify trends, and recommend improvements.
  • Stay up to date with new features and updates, assessing relevance and driving continuous improvement.
• Knowledge Sharing & Executive Committee (EXCO) Coordination
  • Partner with the Operational Systems Facilitator to deliver structured knowledge-sharing initiatives, including ConnectEd, EXCO Forum, Project Launchpad, Programming, and Tricks of the Trade.
  • Take ownership of the ARRCC knowledge-sharing rhythm, building structures equivalent to SAOTA's forums and programming cadence.
  • Act as the central point of contact for ARRCC EXCO project intake, ensuring submissions are complete and properly captured.
  • Facilitate fortnightly EXCO meetings with ARRCC units to review projects, timelines, and deadlines.
  • Coordinate training sessions and workshops, including scheduling, recording, and distributing recap notes.
  • Maintain training curriculum records and manage feedback from attendees.
  • Support SAOTA EXCO coordination where required, providing cover and continuity during busy periods.
• Document Authoring & Training
  • Create and maintain SOPs, training guides, and reference documentation for productivity tools and knowledge-sharing processes.
  • Ensure all content is correctly published, indexed, tagged, and easily discoverable.
  • Deliver training across both companies, adapting style and format to different audiences and seniority levels.
  • Contribute to micro-learning content, including short-form video training.
• Cross-Platform Support
  • Provide senior-level support across CSC platforms, including Open Asset, MyWorkspace, and the Manuals Drive.
  • Act as a Reviewer (QC) and Author on selected platform projects, aligned with CSC team allocations.
• Ad Hoc Projects
  • Support additional CSC initiatives as required, based on team priorities and capacity.

Qualifications

• Exceptional attention to detail and accuracy.
• Advanced Microsoft 365 proficiency, with strong working knowledge of emerging tools (Copilot, Loop, Planner, Teams).
• Confident trainer and facilitator, able to simplify technical concepts for diverse audiences.
• Strong written communication and documentation skills.
• Proven experience in a senior administrative or operational role, ideally involving systems or knowledge management.
• Excellent communication skills (written and verbal), with adaptability across audiences and companies.
• Strong time management and prioritisation skills.
• Ability to work proactively in a fast-paced environment.
• A positive, collaborative, and helpful mindset.
• High levels of professionalism, accountability, and ownership.
• Receptive to feedback and direction from multiple stakeholders.
• A genuine sense of pride and dedication to quality work.

Requirements

• Minimum 5 years' experience in an administrative, operational support, or systems coordination role.
• Grade 12 / NQF 4.
• A relevant tertiary qualification is advantageous.
• Advanced, practical experience in Microsoft 365, with strength in Copilot, Teams, SharePoint, Loop, and related tools.
• Proven experience authoring training materials, SOPs, or user guides.
• Demonstrated experience facilitating training, workshops, or learning sessions.
• Excellent written and verbal communication skills.
• Strong organisation and time management ability.
• High level of accuracy and attention to detail.
• Comfortable working across two companies with distinct teams and cultures.
• Ability to work remotely when required (minimum: symmetrical 20 Mbps upload/download internet speed).

Benefits

• This is a unique opportunity to sit at the centre of how two leading design studios work, shaping how people collaborate, share knowledge, and use technology to deliver better outcomes.
• You'll play a high-impact role, working closely with senior stakeholders, while driving meaningful improvements across systems, training, and day-to-day operations.