CyberQuote Pte Ltd – Senior Executive, Operations

Job Summary:

We are seeking a highly organized and detail-oriented Operations Executive to manage the full spectrum of training and event operations. This role involves coordinating course logistics, handling participant enrolment and funding claims, supporting seminars and webinars, and ensuring compliance with regulatory standards. The ideal candidate is proactive, communicative, and capable of managing multiple tasks in a fast-paced environment. You will also contribute to process improvement through AI and RPA initiatives to enhance operational efficiency and automation.

Key Responsibilities:

Training & Course Operations

• Update registration/enrolment lists and manage participant records.
• Process payments via Skills-Future Credit (SFC) on TPG and Visa/Mastercard on PG.
• Issue invoices for B2C course payments.
• Enrol participants on TPG and LMS platforms; create course runs and manage enrolments.
• Send pre-course communications (7 days and 1 day before course).
• Dispatch course materials via EZPARCEL and coordinate printing of course notes.
• Communicate schedules and participant lists to hosts, co-hosts, and trainers.
• Close classes post-course (issue certificates, update assessments, TPG records, and perform admin duties).
• Submit IBF funding claims and support audit documentation.
• Follow up and send chasers for both funded and non-funded courses to ensure timely claim processing and documentation.
• Maintain proper filing and fee collection systems.
• Ensure compliance with regulatory and statutory requirements.

Event Management

• Update registration numbers and send newsletters.
• Send post-event survey newsletters and collect responses.
• Share survey feedback with speakers and update records.
• Schedule monthly webinars and seminars (minimum 7 per month).
• Organize dry runs with stakeholders before each seminar.
• Liaise with trainers/speakers on program flow, titles, synopsis, and key takeaways.
• Seek internal approval before creating and publishing event pages.
• Create and update event pages; notify stakeholders.
• Submit incidental reports for:
  • AC extension
  • Cleaning services (if catering is involved)
  • Logistics (chairs, tables, microphones)
  • Guest and staff entry registration

AI & RPA Initiatives

• Support the identification and implementation of AI and RPA tools to automate repetitive tasks such as data entry, reporting, and communication workflows.
• Collaborate with internal teams to streamline operational processes using intelligent automation.
• Assist in testing and deploying automation scripts and bots for training and event operations.
• Monitor and report on the effectiveness of automation solutions and suggest improvements.

General Operations & Support

• Maintain monthly roster for CQ SUPPORT email.
• Schedule webinars and course dates quarterly.
• Perform any other ad-hoc duties as assigned by management.

Requirements:

• Diploma in any discipline, preferably with experience in training, events, or administrative operations.
• Proficient in Microsoft Office (Excel, Word, PowerPoint).
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills in English.
• Able to work independently and as part of a team.
• Fast learner with a proactive attitude and attention to detail.
• Interest or experience in AI, automation, or digital tools is a plus.

What We Offer:

• A dynamic and collaborative work environment.
• Opportunities for professional development and career growth.
• Exposure to high-impact training, seminar operations, and automation projects.
• Competitive salary and benefits package.