Operations and Systems Coordinator

In this role, you'll be instrumental in optimising our internal platforms, supporting service delivery operations, and improving communication systems to ensure students receive a seamless and efficient experience.

You will work closely with the Study Abroad team to manage day-to-day operations, oversee CRM and communication tools, and streamline administrative processes across our growing global education division.

Please note this is an on-site position in our offices in Kenilworth, Cape Town.

You’re perfect for this position if you:

• Have a strong understanding of CRM systems and communications platforms (e.g., Respond.IO).
• Have experience in operational support, systems administration or process optimisation.
• Are a tech-savvy, analytical thinker with excellent attention to detail.
• Are a clear communicator, able to liaise across departments and teams.
• Are organised and proactive with a continuous improvement mindset.
• Are flexible and comfortable working in a fast-paced environment, with the ability to manage multiple projects and deadlines.
• Have a positive, can-do attitude. 
• Are a team player with a strong work ethic.
• Are organised, deadline-driven and able to manage your time effectively.

Your role and responsibilities:

Among other tasks, your main responsibilities will include:

System management and optimisation

• Leading the ongoing development and enhancement of the Respond.IO platform for real-time student communication.
• Analysing communication trends to drive improvements, automation and user engagement.
• Collaborating with marketing and student advisory teams to align communication systems with the student journey.

CRM customisation and automation

• Collaborating with the CRM Development Manager to customise the system according to the operational requirements of the Study Abroad team.
• Improving CRM automation features such as task assignments, follow-up reminders and triggered email workflows to streamline processes.
• Ensuring the CRM database remains accurate, well-structured and secure, supporting effective reporting and informed decision-making.
• Providing training and ongoing support to team members to maximise CRM usage and adoption.

Operational administration

• Overseeing the admissions inbox, ensuring prompt routing of emails to relevant team members while maintaining a clutter-free, spam-free environment.
• Managing university portal access by resolving credential issues, maintaining accurate login records and ensuring team-wide accessibility.
• Organising and updating referral supplier agreements within both the CRM and centralised filing systems to ensure easy access and compliance.
• Maintaining consistency and accuracy across all operational data, ensuring information is up-to-date and properly formatted.