Operations Coordinator

About MindFlow Academy:

MindFlow Academy is a boutique training and education provider delivering practical learning that flows into real workplace impact. We partner with corporate and institutional clients to design and deliver high-quality, outcome-focused programmes that translate learning into measurable results.

Job Purpose:

The Operations Coordinator is responsible for supporting the establishment and ongoing operations of MindFlow Academy by managing administrative, operational, and coordination activities. The role plays a critical part in ensuring that business set-up activities, vendor coordination, training operations, and internal processes are executed accurately, efficiently, and in a timely manner.

Key Accountabilities:

Business Operations & Set-Up Support

• Support the establishment of operational workflows, systems, and documentation during the business set-up phase
• Coordinate with external vendors and service providers to obtain quotations, manage documentation, and follow up on deliverables
• Support coordination related to licenses, registrations, approvals, and required business documentation
• Maintain organised records of vendor agreements, quotations, and operational documentation
• Track operational timelines and flag risks or delays proactively

Training Operations & Coordination

• Coordinate training schedules, calendars, venues, and logistics
• Liaise with trainers and facilitators regarding availability, materials, and session requirements
• Ensure operational readiness for training sessions, including materials, technology, and logistics
• Maintain accurate records of training sessions, participants, and attendance
• Prepare and issue training certificates in a timely and accurate manner
• Manage post-session activities including documentation, feedback collection, and records update
• Maintain a central training calendar and track trainer availability to avoid scheduling conflicts

Commercial & Administrative Support

• Prepare and manage proposals, contracts, and related documentation using approved templates
• Maintain version control and structured repositories of commercial documentation
• Manage invoicing processes, including invoice preparation, tracking, and coordination of payment follow-ups with clients
• Track proposal status and follow up on outstanding documentation or approvals
• Support invoicing processes and payment follow-ups in coordination with leadership

Vendor & Stakeholder Coordination

• Act as a coordination point for vendors, trainers, and partners on operational and administrative matters
• Track vendor deliverables and timelines and follow up as required
• Maintain updated contact lists and vendor records
• Escalate delivery or performance concerns to leadership when required

Processes, Data & Quality Control

• Follow established operational procedures, checklists, and guidelines
• Support documentation of administrative processes and workflows
• Ensure accuracy and consistency of data across records and systems
• Prepare basic operational summaries and reports when required
• Track document validity and expiry dates to support compliance and risk management
• Escalate operational issues or risks promptly

Candidate should have their own visa