Operations Admin Support Specialist (East)

Job Scope:

The Operations Support Specialist will be responsible to support the client with course administration and management, to ensure smooth delivery of courses for instructors and international participants, supporting client's mission as a centre of excellence for aviation knowledge.

Pre-Course Administration
• Assist with processing course applications and registrations.
• Handle participant enquiries and maintain supporting documentation.
• Coordinate visa applications and travel arrangements.
• Prepare course materials, participant packs and learning resources.
• Support administrative arrangements for instructors, including travel and logistics.
• Assist with venue coordination and logistics.

Post-Course Administration
• Assist with the issuance of certificates and course completion documents.
• Maintain participant databases and records.
• Process instructor claims and honorarium payments.

Participant and Instructor Administration
• Serve as an administrative point of contact for course participants.
• Assist to coordinate accommodation requests and local transport arrangements.
• Manage routine requests and administrative matters.
• Provide information and support relating to course logistics.

Administrative and Financial Processing
• Support scheduling and coordination of courses.
• Track and reconcile school-related expenses.
• Process payments, claims and supporting documentation.
• Maintain financial records and administrative files.
• Coordinate with internal stakeholders on finance, procurement and administrative matters.

Requirements:

• Discipline in Business Administration, Hospitality, Tourism or Aviation Management is a plus.
• At least 2–3 years of experience in course or training administration, events, or operations support.
• Experience in an education, training institute or government setting is preferred.
• Experience handling international participants, including visa applications, travel bookings and accommodation, is an advantage.
• Familiarity with finance and admin processes such as claims, payments, expense reconciliation and procurement. Exposure to public-sector procurement and finance procedures is a plus.
• Strong organisational skills, with the ability to manage several courses and deadlines at once.
• Very good attention to detail and accuracy with records, certificates and financial documents.
• Clear, professional written and spoken language, with confidence dealing with instructors, overseas participants and internal stakeholders.
• Service-oriented, approachable and patient with routine enquiries and requests.
• Comfortable working with people.
• Proficient in MS Office, especially Excel for tracking and reconciliation. Experience with a learning management system (LMS), registration database or finance system (e.g. SAP) is an advantage.
• Good team player who can also work independently and use initiative.
• Discreet with confidential participant and financial information.
• Flexible to support course days that may start early or end late.

Working hours: Mondays to Fridays 08:30am to 6.00pm
Contract Duration: 6 + 6 months

EA License No: 96C4864
Reg. No.: R24121728 EUNICE WOO JING QI