Knowledge Systems Coordinator

About the Role

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 .

What We’re Looking For

Skills & Attributes

• 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)

Why This Role?

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.