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External Job Description

Key Responsibilities:
Participant Coordination:
• Participant coordination at the Venue
• Manage batch composition and maintain participant records.
• Pre-program coordination with the participants to ensure awareness of the
training details till they reach the venue.
Accommodation & Travel:
• Handle hotel bookings and payment processing.
• Collate stay details from participants and manage cancellations within set
deadlines.
• Maintain accurate and updated data on participant logistics.
• End to End coordination with the travel desk to ensure smooth travel
Vendor Management:




• Coordinate with vendors for training supplies
• Onboarding Competitive vendors
• Initiate and track Purchase Orders (POs).
• Ensure timely delivery and quality compliance from vendors.
Data Management:
• Develop and share assessments/quizzes as required.
• Collate and maintain reports on attendance, test scores, and workbook
completion.
• Uploading all program details on Learning Management Systems of AP
• Collation of qualitative and quantitative feedback from participants of functional
academy
• Creation of Mailers for the program for publishing to the internal organization
Support & Helpline:
• Conduct pre-training hygiene checks and ensure readiness.
• Serve as a helpline for participant queries.
• Map and assign buddies for the participants and ensure smooth onboarding for
the participants
• Consolidate insights into structured reports.
Finance & Budgeting:
• Process payments related to travel, accommodation, and vendor services.
• Coordinate with finance teams and ensure adherence to budget guidelines.

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