Sales & Training Operations Executive

About the company

*Department: Sales & Training Operations Company: Inspizone Academy Pte Ltd Reports to: Management Location:** Singapore

Your tasks

The Sales & Training Operations Executive / Manager is responsible for overseeing the day-to-day sales coordination, corporate training proposals, course scheduling, training administration, funding compliance, and operational reporting of the training centre.

The role requires close coordination with customers, trainers, internal sales and marketing teams, and external stakeholders such as SkillsFuture Singapore (SSG), NTUC, MOE, and examination partners. The successful candidate should be organised, proactive, resourceful, and capable of managing multiple priorities while ensuring smooth course delivery, effective sales operations, and compliance with relevant funding and regulatory requirements.

1. Sales Management & Customer Support

• Lead allocation and management: Distribute incoming leads among sales team members, balance workloads, monitor follow-up progress, and ensure leads are handled promptly and effectively. Work with the sales team to support lead conversion, course enrolment, and achievement of sales targets.
• Corporate training solutions: Understand clients’ training needs and requirements, coordinate with trainers to develop suitable proposals, and ensure proposals address the client’s objectives and operational requirements. Gather and consolidate information on training fees, trainer fees, course materials, software licences, account requirements, technical environments, and other resources required for delivery.
• Public course knowledge: Maintain comprehensive knowledge of course content, schedules, prerequisites, fees, funding eligibility, and available subsidies to support customer enquiries and assist the sales team.
• Information research and problem-solving: Identify reliable sources and obtain accurate answers to enquiries when information is not immediately available.

2. Training Planning & Operations

• Course scheduling: Coordinate course dates, trainers, venues, and class arrangements, taking into account trainer availability, enrolment levels, funding eligibility periods, and special technical or equipment requirements.
• Course readiness: Ensure the necessary training facilities, software, accounts, licences, learning materials, and technical setups are ready before each class.
• Course information management: Maintain accurate and up-to-date course information across course brochures, the company website, SkillsFuture platforms, and other relevant systems, including course coverage, schedules, fees, and funding details.
• Class confirmation: Monitor enrolment levels and coordinate with trainers and relevant stakeholders to confirm classes, manage schedule changes, and minimise operational disruptions.
• Enrolment and assessment administration: Upload and maintain enrolment records, attendance information, assessment results, and other required training documentation.
• Payment monitoring: Check course payment status and follow up on outstanding payments or missing documentation.
• Training quality and documentation: Ensure course records and supporting documents are complete, accurate, and properly maintained.

3. New Course Development & Launch

• Coordinate the application, registration, and approval processes for new courses and training programmes.
• Identify and engage suitable trainers, conduct trainer interviews, and assess their suitability based on subject expertise, delivery capability, and course requirements.
• Coordinate the development, collection, and review of courseware, lesson plans, assessment materials, and other training resources.
• Review training materials to ensure alignment with course objectives, required coverage, assessment requirements, and applicable regulatory or funding conditions.
• Coordinate course setup, pricing, schedules, platform updates, and marketing readiness before launch.
• Monitor course application status, approval timelines, and outstanding requirements through to launch.

4. Funding, Regulatory & External Stakeholder Coordination

• Liaise with SkillsFuture Singapore (SSG), MOE, NTUC UTAP, and other relevant organisations regarding course applications, funding eligibility, approval requirements, and administrative matters.
• Track funding claims, disbursements, and payouts, and follow up on outstanding claims or discrepancies.
• Maintain accurate records and supporting documents for funding and regulatory requirements.
• Prepare documentation and responses for internal checks, mini audits, major audits, and other compliance reviews.
• Monitor changes to funding schemes, course approval conditions, and administrative requirements, and communicate relevant updates to management and the team.
• Coordinate with the examination partner, including IAB, on LCCI examination arrangements, registrations, results, and related administrative matters.

5. Staff & Resource Coordination

• Coordinate staff work schedules, including weekend duties, leave arrangements, medical leave (MC), and operational coverage.
• Coordinate trainer availability and scheduling to support course delivery and minimise clashes.
• Ensure adequate staffing and resource allocation for daily operations, weekend classes, and special training arrangements.
• Communicate schedule changes and operational requirements to relevant staff and trainers.

6. Finance & Monthly Administration

• Prepare and coordinate monthly trainer payment calculations, verification
• Compile monthly sales figures and coordinate with the relevant team members to ensure accurate records.
• Monitor relevant operational payments and reconcile discrepancies where necessary.
• Maintain supporting documentation for financial transactions, trainer fees, and course-related expenses.
• Coordinate with management or the finance team on monthly financial and administrative matters.

7. Reporting & Performance Monitoring

• Prepare monthly sales reports and track sales performance, lead conversion, and course enrolment.
• Compile GST-related reports and supporting information for finance and tax reporting purposes.
• Prepare quarterly operational, sales, or management reports as required.
• Monitor course performance, enrolment levels, class confirmation rates, and operational issues.
• Ensure reports are accurate, submitted on time, and supported by reliable records.

8. Marketing & Cross-Team Coordination

• Work closely with the marketing team, including the India-based team, to plan email marketing campaigns (EDMs) and promotional schedules.
• Review marketing content, course descriptions, funding information, and promotional materials for accuracy and consistency.
• Provide updated course schedules, confirmed classes, funding details, and other information required for marketing campaigns.
• Coordinate campaign timing with course availability and enrolment priorities.
• Support sales and marketing initiatives to improve lead generation, customer engagement, and course enrolment.

The successful candidate is expected to

• Ensure leads are distributed fairly and followed up effectively.
• Maintain accurate course information and ensure training schedules and resources are properly coordinated.
• Support timely course confirmation and smooth training delivery.
• Ensure course applications, funding claims, and supporting documentation are properly managed.
• Maintain accurate monthly sales, trainer payment, GST-related, and quarterly reports.
• Coordinate effectively with trainers, staff, management, external agencies, and marketing teams.
• Contribute to the successful launch and continuous improvement of training programmes.

Requirements

Key Skills & Competencies

• Strong organisational, coordination, and time-management skills.
• Good communication and stakeholder management skills.
• Ability to manage multiple tasks, deadlines, and operational priorities independently.
• Strong problem-solving skills and resourcefulness in researching and resolving unfamiliar issues.
• Good numerical and analytical skills for sales tracking, payment verification, and reporting.
• Proficiency in Microsoft Office and Google Workspace; familiarity with CRM systems such as Zoho is an advantage.
• Ability to learn and manage online portals, course registration systems, and funding administration platforms.
• Strong attention to detail, particularly in course records, funding requirements, financial information, and audit documentation.
• Ability to coordinate effectively with trainers, customers, colleagues, and external agencies.
• Proactive attitude, accountability, and willingness to take ownership of operational matters.

Relevant Experience & Qualifications

• Diploma or degree in Business Administration, Training Management, Operations, Marketing, or a related field is preferred.
• Experience in training administration, education operations, sales coordination, or corporate training is an advantage.
• Familiarity with Singapore’s training and funding ecosystem, including SSG, SkillsFuture, UTAP, and PSEA, would be beneficial.
• Experience in course registration, trainer coordination, funding claims, audit preparation, and operational reporting is preferred.