Training & Ibf Funding Operations Specialist

**Who We Are**

**Our #1 value? Positive Spirit & Fun.**

**Purpose of the Role**

As a key member of our operations team, you’ll bring together the best of both worlds, hands-on workshop operations and the management of IBF and training grants. You’ll ensure every program runs smoothly, from logistics to funding claims, delivering seamless, compliant, and high-quality experience for our clients. Behind the scenes, your work keeps our learning experiences vibrant, organized, and full of BTS energy.

**Key Responsibilities**

**Training Operations & Logistics Support**
- Own end-to-end logistics for BTS client training programs.
- Manage pre-workshop prep with consultants and clients (participant numbers, agenda, logistics).
- Coordinate with vendors and regional teams for timely production and delivery of materials (both physical and digital).
- Source venues, manage bookings, and oversee setup, tech checks, catering, signage, and materials.
- Provide on-site support for key client sessions e.g. handling logistics, AV/tech, and client needs.
- Maintain and replenish inventory of workshop materials and digital tools.
- Manage post-workshop processes: returns, audits, debriefs, and prep for future sessions.
- Set up and test digital platforms, including cohort creation and assessments.Manage participant logistics: user uploads, engagement tracking, and feedback.

**Virtual Delivery Operations**
- Act as Virtual Machine Operator (VMO) for digital workshops.Troubleshoot live session issues (breakouts, lagging, tech challenges) with facilitators and tech teams.

**IBF-STS & SSG Funding Administration**
- Administer and manage training subsidies (IBF-STS).
- Verify participants’ eligibility, process registrations, and ensure compliance with scheme requirements (attendance, identity verification, record-keeping).
- Prepare, submit, and track funding claims in IBF online portals.
- Liaise with IBF officers and client stakeholders to manage claim clarifications, approvals, and disbursements of funds.
- Maintain accurate documentation (attendance, invoices, payment records) for audit and compliance purposes.
- Prepare and present reports to management on funding utilization, outstanding claims, and payment status.
- Stay up to date with IBF/SSG guidelines and proactively communicate changes internally to ensure compliance.
- Support preparation for external audits and regulatory compliance checks.
- Vendor & Stakeholder Liaison
- Manage relationships with BTS-approved vendors to ensure reliable printing, equipment rental, shipping, venue, and logistics support.
- Collaborate with internal teams (Finance, Admissions, Operations) to ensure seamless program delivery.
- Maintain clear, proactive communication with facilitators, clients, and internal stakeholders throughout the program lifecycle.

You’ll thrive in this role if you:

- Bring 3-5+ years of experience in logistics coordination, event management, training program delivery or related roles.
- Have hands-on experience with IBF or other funding claims (preferred).
- Excel at managing multiple projects simultaneously, staying proactive, organized, and detail focused.
- Communicate with confidence and ease when engaging clients and stakeholders in high-touch environments.
- Are confident running on-site programs and skilled at troubleshooting live events and technical issues.
- Work well independently while collaborating effectively with regional teams across APAC.
- Demonstrate high integrity and a strong compliance mindset.
- Highly skilled in using virtual platforms (Zoom, MS Teams), online claims portals (IBF Portal, SSG TPGateway), and MS Office.Bring prior experience in corporate learning & development, leadership programs, or consulting support (an advantage).

**What We Offer**
- A unique opportunity at the intersection of strategy, learning, and logistics.
- Exposure to world-class clients and BTS teams across industries and regions.
- A dynamic, supportive work culture that values fun, collaboration, and responsibility, giving you the freedom to grow and make an impact.Competitive compensation and clear career growth opportunities within BTS.

**Application Instructions