Academy Operations Executive

Job Description

This is a Part-time role

The Academy Operations Executive is responsible for providing excellent customer service and ensuring the efficient handling of administrative tasks to support the seamless delivery of learning and development programs and activities.

GENERAL TRAITS

• Self-motivated with a strong passion for delivering exceptional customer service.

• Good communication and interpersonal skills.

• Detail-oriented and quality-focused with effective planning abilities.

• Possesses a keen eye for detail and thrives in a fast-paced work environment.

ROLES AND RESPONSIBILITIES

Front Desk & Customer Service:

• Deliver excellent customer service to both internal and external stakeholders.

• Greet visitors warmly and professionally; assist learners in locating their classrooms.

• Handle incoming calls, direct inquiries, and respond to requests promptly and courteously.

• Provide accurate information on JUMBO Academy’s courses and services.

Administrative Support:

• Coordinate and support the organization of L&D activities, including scheduling, calendar management, and logistics for training sessions.

• Maintain accurate records of training materials, attendance, and documentation.

• Prepare training rooms and assessment stations; distribute materials as needed.

• Manage pre- and post-course administration: issue certificates, scan and store WSQ assessment documents securely (TMS, SharePoint).

• Ensure secure storage of scanned files with password protection (SharePoint).

• Track and document learning hours for participants (SharePoint).

• Set up e-Learning accounts and notify managers upon activation (Fresh Service).

• Utilize LMS and TMS for account setup, course registration, scheduling, invoicing, and certificate issuance.

• Assist in developing social media content and updating the content calendar to promote training programs (Canva, SharePoint).

• Perform general administrative and coordination duties as required.

Job Requirements

• Higher Nitec, O-Level, or Diploma in Business Administration or equivalent.

• 1–3 years of experience in training coordination, administration, or customer service.

• Proficient in MS Office, Excel, PowerPoint, and Canva.

• Team player with a customer-focused approach and ability to work independently.

• Excellent organizational and multitasking skills.

WORKING HOURS

• 3 days (Mon, Wed, Fri)

• 9:00 am – 6:00pm