External Training Administrator

POSITION BACKGROUND:

The External Training Administrator supports Ketek external training operations by acting as the primary administrative contact for external clients. This role is client-focused and is responsible for coordinating bookings, responding to client inquiries, managing billing and documentation, and supporting external training delivery through accurate administration and customer service.

CORE DUTIES:

External Training Administration (Primary Focus)

- Serve as the primary point of contact for external clients via phone and email

- Respond to client inquiries regarding course availability, scheduling, pricing, and requirements

- Book external clients into training courses and coordinate schedules with instructors and branches

- Create, manage, and maintain external client records and training documentation

- Prepare, distribute, and track external training forms, waivers, and required documentation

- Support external clients in completing required paperwork accurately and on time

- Coordinate course confirmations, reminders, and post-training follow-ups

- Prepare and issue training certificates/cards for external participants as required

- Manage external client billing, invoicing, and payment tracking

- Ensure external training records are accurate, complete, and properly filed

- Assist with external audits, client reporting, and compliance documentation as required

- Maintain strong client relationships and deliver a high level of customer service at all times

Internal Support (Limited / Periodic)

- Provide occasional administrative support for internal training needs when required

- Assist with internal documentation or scheduling on a limited, as-needed basis only

Other Duties

- Submit reports, summaries, and administrative data related to external training

- Maintain organization of digital systems, files, and client records

- Successfully complete required safety and compliance training

- Represent Ketek in a professional manner aligned with company values

Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

QUALIFICATIONS AND SKILLS:

Required

- Minimum 2 years of experience in an administrative or client-service role

- Strong verbal and written communication skills

- High level of professionalism when dealing with external clients

- Strong organizational and time-management skills

- Ability to manage bookings, billing, and documentation accurately

- Proficient with Microsoft Office and digital administrative systems

- Ability to prioritize competing client needs in a fast-paced environment

- Comfortable handling confidential client and business information

Preferred

- Experience in training administration, safety training, or service-based industries

- Knowledge of occupational health & safety training environments

- Experience with invoicing, client billing, or customer account management

WORKING CONDITIONS

Work Environment

- Office-based environment (100%)

- Frequent phone and computer use

- May be required to support peak training periods or occasional extended hours

Physical Demands

- Prolonged computer and phone usage

- Sitting/standing as required for administrative tasks