Training Coordinator

Job description

SUMMARY

Avetta’s SaaS platform connects the world’s leading organizations with qualified suppliers, contractors, and vendors. We bring unmatched visibility to companies through cloud-based technology and human insights to improve supply chair risk and compliance. As a result, we foster sustainable growth for businesses and their supply chains globally. Our SaaS subscription software is used by 85k+ active customers in over 100 countries.

The Training Coordinator is responsible for the end-to-end coordination of training bookings and workforce scheduling across Avetta operations. This includes converting competency requirements into structured training plans, managing bookings and rebookings, and ensuring data and system accuracy.

This role is essential to ensuring timely, optimized training delivery that meets client expectations, compliance requirements, and budget considerations. The role demands strong logical thinking, attention to detail, and responsiveness, as well as the ability to prioritize and collaborate across teams in a fast-paced environment. It also requires consistency, follow-through, and an openness to continuous improvement.

Preference will be given to those who live within a commutable distance to Avetta’s Mount Maunganui office located at 15 Totara Street, Mount Maunganui 3116, New Zealand. This position requires that you work onsite. After 3 months this role will convert into a hybrid work schedule (3 days in Avetta’s Mount Maunganui office, 2 days work from home).

Please note: this role requires full working rights in New Zealand without current or future sponsorship. Please be aware that Avetta is not an accredited employer.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Training Planning and Resource Optimization

• Convert training requirements from competency profiles into structured, time-phased training plans.
• Use optimization techniques and planning tools to schedule sessions efficiently across depots, providers, and workforce groups.
• Identify opportunities to group or streamline training sessions to reduce duplication and enhance resource utilization.
• Align plans with client operating calendars and compliance timeframes.

Booking and Rebooking Management

• Manage training bookings ensuring requests are actioned accurately and promptly.
• Handle cancellations and rebookings using visual scheduling tools and escalation protocols.
• Coordinate confirmations with all parties and ensure updates are captured consistently across systems.
• Maintain clear documentation of booking status and any changes in delivery plans.

Attendance Monitoring and Communication

• Monitor attendance daily and in real time where possible; issue reminders or follow-ups proactively.
• Manage non-attendance, late cancellations, and rebooking processes with transparency and professionalism.
• Communicate effectively with internal teams, clients, and providers, keeping all stakeholders informed.
• Log attendance status accurately to support compliance, reporting, and audit preparation.

Data and System Integration

• Ensure accuracy and consistency of data across the booking system, Workforce, and planning tools.
• Participate in testing and contribute to the improvement of scheduling and tracking systems.
• Maintain planning documents, expiry reports, and booking calendars in a standardized format.
• Support dashboard visualization and automation efforts to reduce manual work.

Analysis and Continuous Improvement

• Analyze scheduling patterns, attendance rates, and rebooking trends to identify areas for improvement.
• Raise issues or gaps with team leaders and contribute to problem-solving discussions.
• Participate in team workshops and Continuous Improvement Initiatives (CIIs) to improve responsiveness, quality, and process flow.
• Offer suggestions and feedback to help optimize scheduling workflows and system tools.

Metrics that Matter

• Booking and rebooking turnaround time.
• Attendance tracking accuracy and data completeness.
• Schedule adherence and resource utilization.
• Timeliness of urgent booking resolution.
• Stakeholder satisfaction and communication responsiveness.
• Quality of planning documents and system data integrity.
• Contribution to CIIs and improvement initiatives.

IDEAL CANDIDATE

• Tertiary qualification in Business Administration, Operations, Logistics, or a related discipline.
• Experience in training coordination, scheduling, logistics, or service delivery roles.
• Exposure to scheduling and competency tracking platforms (e.g. LMS, SharePoint, workforce systems).
• Experience working in high-volume or compliance-focused environments preferred.
• Experience in scheduling, coordination, or workforce planning in a service-driven environment.
• Proficient in Microsoft Office, particularly Excel; familiarity with LMS, scheduling software, or workflow tools.
• Strong interpersonal and collaboration skills with the ability to work cross-functionally.
• High attention to detail and the ability to manage complex and high-volume data.
• Logical thinker with the ability to problem-solve under time constraints.
• Proven ability to prioritize and respond in high-pressure environments.
• Familiarity with compliance, competency-based training, or education environments (preferred).
• Calm, dependable, and focused under pressure.
• Proactive, structured, and methodical in execution.
• Responsive and adaptable in dynamic operating conditions.
• Detail-oriented and consistent in follow-through.
• Strong team player who values collaboration and shared goals.
• Open to feedback and continuous improvement.
• Capable of maintaining professionalism while balancing multiple priorities.

#LI-HYBRID