The posting
Hustle Institute is a fast-growing training provider committed to equipping individuals with practical skills for career advancement and personal development.
As our training operations continue to grow, we are looking for a responsible, highly organised and detail-oriented Assistant Ops Manager to support the end-to-end execution of our training programmes.
This is a hands-on operations role. You will be responsible for ensuring that classes are properly set up, learner and course records are accurate, operational requirements are completed on time, and trainers and learners receive the support they need for a smooth training experience.
Key Responsibilities:
Training & Course Administration
- Create and maintain course intakes, class schedules and learner records accurately across internal training management systems.
- Manage course registrations, enrolments and other course administration requirements.
- Ensure course information including dates, venues, trainers, assessors and learner records is accurately reflected across relevant systems and operational trackers.
- Process class changes, cancellations, rescheduling and make-up arrangements promptly and accurately.
- Maintain proper documentation and records for each training intake.
- Update internal calendars, trainer portals, operational trackers and communication groups where required.
Attendance, Compliance & Records
- Monitor learner and trainer attendance for each training session and ensure required attendance records are completed accurately and on time.
- Conduct checks on attendance records, enrolment status and supporting documentation before closing each training session or intake.
- Support SkillsFuture Singapore-related training administration, including TMS/TPG records, enrolment and funding-related checks.
- Verify that required course documentation is complete, accurate and properly archived.
- Identify discrepancies or missing information early and follow through until they are resolved.
- Maintain a high level of accuracy when handling government-funded training records and other compliance-related information.
Class Operations & Readiness
- Coordinate the operational readiness of upcoming classes, including classroom allocation, learner numbers, trainer requirements, materials and equipment.
- Ensure classrooms are properly prepared before training begins, including signage, seating, Wi-Fi, presentation equipment and other required training resources.
- Coordinate training materials, laptops, iPads and other operational assets required for classes.
- Ensure equipment and assets are properly issued, tracked, returned and stored after use.
- Provide on-site operational support and assist trainers and learners with operational matters during training.
- Conduct pre-class readiness checks and proactively resolve potential operational issues before classes commence.
Trainer & Learner Coordination
- Coordinate with trainers and assessors regarding class assignments, schedules and operational requirements.
- Support trainer onboarding and class communication through the trainer portal and relevant communication channels.
- Create and manage learner/trainer communication groups where required.
- Respond to operational enquiries from trainers, learners, partners and internal teams promptly and professionally.
- Escalate issues appropriately while maintaining ownership of the matter until resolution.
Payment & Enrolment Administration
- Conduct required payment, enrolment and funding-status checks before and during course commencement.
- Follow up internally on outstanding payments, incomplete enrolments or administrative discrepancies.
- Coordinate with the Sales and Finance teams to ensure outstanding matters are resolved before the relevant operational deadlines.
- Ensure learner records and payment/enrolment status are accurately reflected before course completion.
Corporate & Private Training
- Create and maintain corporate/private training intakes and related operational records.
- Coordinate corporate class requirements including schedules, learner information, trainer arrangements, venue setup and logistics.
- Prepare required corporate training materials, documents and learner gifts where applicable.
- Ensure corporate programmes are operationally ready from the first training day through programme completion.
Inventory & Operational Support
- Monitor training materials, office supplies, pantry items and other operational inventory.
- Coordinate replenishment and ensure sufficient materials are available for upcoming classes.
- Maintain organised storage and proper accountability of company equipment and training assets.
- Support general administrative and operational projects as assigned.
- Identify recurring operational issues and recommend improvements to workflows and processes.
What We're Looking For
- Degree in any discipline. Fresh graduates with strong organisational skills are welcome to apply.
- Strong attention to detail and accuracy, particularly when working with systems, records and administrative data.
- Strong sense of responsibility and ownership — able to follow a task through to completion without repeated reminders.
- Able to prioritise multiple classes, deadlines and operational requirements simultaneously.
- Proactive and able to identify potential issues before they affect training operations.
- Comfortable working with structured processes, checklists and compliance requirements.
- Good communication and interpersonal skills when dealing with learners, trainers and internal teams.
- Proficient in Microsoft Office, particularly Excel, Word and Outlook.
- Comfortable learning and working with training management systems and other administrative platforms.
- Able to work independently while coordinating effectively with a wider operations team.
- Comfortable working in a fast-paced environment where schedules and operational requirements may change.
- Willing to work on weekends preferred.
What Success Looks Like in This Role
A successful Assistant Ops Manager ensures that:
- Classes are operationally ready before learners arrive.
- Course and learner information is accurate across systems.
- Attendance and compliance requirements are completed within required timelines.
- Trainers receive the information and resources they need.
- Class changes and cancellations are updated promptly and correctly.
- Payments, enrolments and outstanding administrative matters are actively followed through.
- Training materials and company assets are properly accounted for.
- Operational issues are identified early, communicated clearly and followed through until resolved.
- Tasks do not require repeated reminders or constant supervision.
What we Offer:
- Comprehensive on-the-job training.
- Exposure to training operations, Skills Future-related administration, corporate training and programme coordination.
- Hands-on experience managing multiple training programmes and operational workflows.
- Career development opportunities as the organisation continues to expand.
- A dynamic and collaborative working environment.
- Opportunity to grow with one of Singapore's fast-growing training providers.
