Senior Operations Executive

Responsibilities Project Delivery & Learner Journey - Own operational handover and planning for confirmed programmes, keeping timelines, documentation and follow-ups organised so each cohort runs to plan. - Manage enrolment and registration, maintain training calendars, coordinate venues and trainers, and ensure learning materials and attendance records are complete. - Close programmes with post-training checks, feedback consolidation and final documentation to keep records audit-ready. Compliance, Grants & Finance - Coordinate HRDC grant and claim processes, maintain JD14/T3 lists and e-TRiS records to meet audit requirements. - Prepare quotations and invoices, track collections, process payment requisitions and support budget tracking with accurate transaction records. - Maintain participant and financial records to support claims and reconciliations with the finance team. Operations Excellence & Stakeholder Management - Source and manage vendors, liaise with trainers and act as a client-facing operations contact to resolve logistics and compliance questions. - Maintain and improve process documentation, operational trackers and dashboards so the team can scale delivery with fewer issues. - Provide guidance and quality checks for junior operations staff, and handle office administration tasks that keep programmes running smoothly. Requirements Qualifications & Experience - Minimum 3 to 5 years of relevant experience in operations, training administration, project coordination, finance administration or related roles. - Experience with training providers, learning and development, events or professional services is preferred. - Hands-on HRDC grant and claim experience and familiarity with e-TRiS documentation is preferred. - Proven experience preparing quotations and invoices, tracking collections, managing expenses and keeping financial records. Hard Skills & Knowledge - Demonstrated project and stakeholder management skills with the ability to manage multiple concurrent projects and deadlines independently. - Strong proficiency in Microsoft Office, especially Excel, Word and PowerPoint. - Familiarity with Canva, Notion, project tracking tools, and cloud collaboration platforms is an advantage. - Comfort with maintaining operational trackers, attendance records, feedback consolidation and producing regular operational reports. Soft Skills & Qualities - Strong attention to detail, prioritisation skills, and a practical approach to problem solving and ownership. - Clear communication with clients, trainers and internal teams with the ability to coach junior colleagues. - Good command of written and spoken English and Malay.