Operations Executive

Responsibilities:

1. Programme Administration

. Provide end-to-end training administration support to assigned course programs ensuring all scheduled training sessions are smoothly executed

. Prepare materials for classes at least a week in advance

. Checking and retrieving training documents to be uploaded for trainers and participants

. Sending emails to both trainers and participants via zooms links, google form links with passwords etc

. Attend to all post-course-related activities to ensure customer satisfaction, such as attendance requests and certificate issuance

2. Funding and Process Management

. Provide support on data and statistical reporting required by management and funding agencies

. Provide support in all quality and process improvement initiatives for operational efficiency and effectiveness

3. Documentation

. Interact with Finance and other business units to ensure timely invoicing

. Perform other administrative duties when required

4. Training Facilities Maintenance

. Coordinate and assist in ensuring the training facilities are kept up with efficient training materials provided onsite

. Provide assistance to the trainer when required

5. Sales Administration Support to Public Run

. Consolidate course registrations for all public-run programs and communicate course confirmations to participants.

. Oversee and track public-run course registrations, ensuring timely and accurate status reporting

. Work closely with the Sales Administrator to ensure smooth back-end operations.

. Handle incoming calls professionally, record accurate messages, respond appropriately, and relay information to the relevant person-in-charge.

6. Any other ad-hoc duties as assigned by supervisor/s

SPECIFICATIONS

1. Required educational level

. Diploma in any discipline with at least 2 years relevant working experience

. Proficiency in Microsoft Office applications (Words & Excel)

. Basic understanding of financial accounting is an advantage

. A proactive team player with the ability to work independently within challenging timelines

2. Required years relevant working experience and type of working background

. Minimum 2 years of relevant working experience preferably in a training and consultancy set-up

3. Prerequisites

. Good communication and interaction skills

. Meticulous, efficient and resourceful with a can-do attitude

. Organised and methodical

. Pleasant and warm personality

4. Workings hours

Normal office hours and/or according to training schedule. Must be prepared to work over the weekends/public holidays/residential training if required.