iqbusiness is seeking to employ an Virtual Program & Scheduling Coordinator on a 12-month contract to collaborate with an international partner from our offices in Welgemoed, Cape Town, Northern Suburbs. This is a hybrid role (3 days on-site; 2 days WFH).
The Virtual Program & Scheduling Coordinator plays a vital role in ensuring that all resource‑related aspects of program delivery are executed efficiently and accurately. This role focuses on the behind‑the‑scenes program coordination, resourcing, including room and auditorium allocation, Salesforce program inputs, hotel resourcing activities, and proactive follow‑up with internal stakeholders.
They contribute significantly to the success of the program operations by supporting the Resources Management team, ensuring smooth planning processes, and helping implement automation and AI-enabled tools that will enhance efficiency across resourcing, Program Coordination, hotel workflows, and room allocation.
Key Responsibilities:
Enter, update, and maintain program-related inputs in Salesforce to ensure accurate resource and data management
Allocate auditoriums and study rooms in Salesforce based on program requirements, availability, and operational constraints
Support hotel resourcing activities, including updating rooming needs, availability tracking, and coordination with the Hotel Booking team
Liaise with our Commercial teams to follow up on missing or pending program information required for accurate planning
Coordinate with Program Coordinators, Faculty Assistants, Campus Services, Hotel Booking, and other internal stakeholders to ensure resource needs are clearly captured and fulfilled
Monitor changes in program requirements and adjust room, space, and hotel allocations accordingly
Support the Resources Management team in maintaining a global overview of capacity, usage, and constraints across programs, facilities, and hotel resources
Contribute to the rollout and implementation of automation and AI-supported tools designed to optimise room allocation, hotel resourcing, and related workflows
Document processes, support change management efforts, and help train team members on new digital or AI-based solutions
Ensure all resource related procedures follow IMD quality standards and are consistently updated, tracked, and executed promptly
Minimum Requirements:
- Bachelor’s degree in hospitality management, business administration, operations, or equivalent
- Extensive experience in international, multicultural environments with a proven track record in virtual planning
- Experience in seamlessly coordinating international resources from a South African base
- Proven ability to manage complex program-related inputs within CRM systems (Salesforce highly advantageous) to ensure 100% accuracy in resource allocation
Skills Required:
Strong organisational skills with proven attention to detail and accuracy
Excellent computer literacy (MS Office required; Salesforce is a strong advantage)
Knowledge in program coordination, hotel operations, resourcing, and facility management
Tech-savvy and comfortable learning and supporting new digital and AI tools
Strong coordination and communication skills with the ability to collaborate across multiple teams
Ability to manage several priorities simultaneously and deliver to deadlines
Proactive, reliable, and solutions-oriented attitude with a strong sense of responsibility
A team player who thrives in a collaborative, fast-paced environment
Note: As all business roles require honesty in the handling of or access to cash, finances, financial systems, or confidential information, our recruitment process requires that the following background checks be completed: credit, criminal, ID, and qualification verification.
IQbusiness is committed to sustainable growth and transformation; we embrace diversity and employ previously disadvantaged individuals.
