Job Description

Ready to run operations for training programmes that actually move people forward? Working with us at PowerUp Learning Academy, you will join a tight team that designs and delivers practical upskilling and digital learning projects for professionals and organisations. We focus on clean execution, audit-ready compliance, and a learner-first experience so our programmes deliver measurable outcomes for clients and participants.

As the Senior Operations Executive, you will be the builder who turns plans into repeatable systems. You will own end-to-end operational delivery for confirmed projects, scale our delivery processes, and keep every programme audit-ready from enrolment to closure. Your work will streamline HRDC grant coordination, participant registration, invoicing, vendor coordination, reporting, and quality checks so the team can run more programmes, with fewer issues.

Your Growth & Impact

• Advance your operations expertise by managing full project handovers and timelines, gaining exposure to both classroom and digital programme delivery in a professional services setting.
• Expand your compliance and grant management skills through regular handling of HRDC documentation, e-TRiS records, and audit-ready claim processes.
• Lead cross-functional coordination with clients, trainers, vendors, and finance to sharpen stakeholder management and commercial awareness.
• Strengthen your reporting and data practice by owning trackers, attendance records, feedback consolidation, and operational dashboards that inform leadership decisions.
• Grow into a people leader by mentoring junior operations staff, improving process documentation, and influencing operational standards across the team.

Job Requirements

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

• You have strong attention to detail, prioritisation skills, and a practical approach to problem solving and ownership.
• You can communicate clearly with clients, trainers and internal teams and you are able to coach junior colleagues to raise operational standards.
• Good command of written and spoken English and Malay.

Skills