Training & IBF Funding Operations Specialist

Workshop Operations And Logistics Manager

BTS is a global consulting and leadership development firm that brings strategy to life by changing mindsets and developing capabilities. We design and deliver engaging experiences, such as business simulations and scenario-based workshops, to help individuals and teams turn ideas into action. Our #1 value? Positive Spirit & Fun.

Purpose Of The Role

This role combines workshop operations & logistics management with the administration of IBF, training grants and funding processes. The role is mission-critical in ensuring high-quality delivery of client programs while also managing compliance, claims, and reporting for training subsidies.

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, 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/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.

Ideal Candidate Profile

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.

Application Instructions

Please send your CV (max 2 pages) and a brief cover letter. Due to application volume, only shortlisted candidates will be contacted.