Client: Information Technology (Software)
This position is responsible for overseeing the execution of a nationwide training project, ensuring adherence to the established training schedule while managing any unplanned changes, personnel replacements, and logistical challenges. This role involves close coordination with customers, internal and external (BPO) training staff, job agencies and internal teams to ensure smooth delivery, proper, timely and accurate documentation for claims and invoicing, and compliance with SLA requirements.
The coordinator will also manage trainers performance, enforce compliance measures, and provide ongoing reporting and process improvements to optimize efficiency.
Job Responsibilities:
1\. Training Execution \& Customer Coordination
- Primary point of contact for customers regarding training schedules and onboarding activities.
- Coordinate with customers to finalize training dates, locations, and participant lists.
- Monitor and ensure the execution of the established training schedule across multiple locations.
- Address and resolve any unplanned schedule changes, including last\-minute rescheduling by customers.
- Coordinate the replacement of absent training personnel (internal and external) to minimize disruptions.
- Ensure all stakeholders (internal and external) are informed of the schedule and any changes.
- Ensure all training completion documents are properly signed off by customers.
2\. Logistics \& Travel Management
- Coordinate logistics arrangements with customers, ensuring venue, materials, and trainers are aligned.
- Arrange and confirm travel and accommodation for trainers, including flights, accommodations, and transportation across Indonesia.
- Manage venue bookings, training materials, and equipment for each training session.
- Process and track travel claims for trainers and compile customer reimbursement claims.
- Handle last\-minute adjustments due to trainer availability changes or travel disruptions.
3\. Administrative and Financial Tasks
- Process and manage travel claims for staff and against the customer, ensuring accuracy and compliance with company policies and customer agreements.
- Compile and verify all supporting documents for invoicing (e.g., attendance sheets,
- Customer and its suppliers signed training completion forms, inland transportation receipts and etc.).
- Maintain accurate records of expenses, claims, and reimbursements to ensure financial accuracy.
4\. Training Execution and Documentation
- Ensure all training sessions are conducted as per schedule and track completion.
- Collect and compile training completion reports and customer sign\-offs as proof of delivery.
- Organize and submit invoicing support documents to the Finance Department for timely invoice issuance.
- Maintain centralized and auditable records of schedule changes, trainer replacements, and issue resolutions.
5\. Reporting and Escalation
\- Prepare weekly/monthly progress reports for project managers, highlighting:
- Completed activities
- Challenges and risks
- Recommended next steps
\- Implement structured escalation procedures for:
- Trainer absenteeism (replacement \& backup assignment)
- Customer rescheduling requests
- Travel or logistics disruptions
- BPO performance issues (e.g., contract breaches)
\- Ensure all activities comply with project requirements, company policies, and regulatory standards.
6\. Stakeholder Communication
- Act as the primary liaison between customers, trainers, job agencies, the Project Manager, and management.
- Ensure all stakeholders are promptly informed of schedule changes and required actions.
- Provide regular project updates and communicate effectively with customers to address concerns and ensure satisfaction.
7\. Problem\-Solving and Continuous Improvement
- Identify and resolve issues related to scheduling, logistics, and customer concerns in a timely manner.
- Propose and implement process improvements to increase efficiency and enhance customer experience.
- Conduct post\-training evaluations and analyze trends to improve future sessions.
- Maintain records of compliance activities, including investigations, audits, and training sessions.Any other duties as and when assigned from time to time.
Requirements:
Education: Bachelor’s degree in Business Administration, Project Management, or a related field.
Experience:
\- At least 3 years of experience in project coordination, training coordination, or logistics management.
\- Experience handling BPO training coordination, event planning, and multi\-location training projects is a strong advantage.
Skills:
\- Attention to detail and strong problem\-solving.
\- Crisis management, escalation handling and contract enforcement skills.
\- Excellent organizational and time management abilities.
\- Effective communication, interpersonal skills and stakeholder management.
\- Proficiency in Microsoft Office (Excel, Word, PowerPoint) and project management tools.
\- Ability to multitask in a fast\-paced environment.
- Other Requirements:
\- Willingness to travel extensively across Indonesia.
\- Highly adaptable with the ability to work independently and manage unexpected challenges efficiently.
Job Type: Full\-time
Application Question(s):
- Do you have any experience in logistics management?
- Do you have any experience in handling BPO Training?
Experience:
- project and training coordination: 3 years (Preferred)
Language:
- English (Preferred)
Willingness to travel:
- 75% (Preferred)
