Training & Client Services Coordinator

seek.com.au; City of Melbourne; Hybrid; AUD 60,000 - 80,000; Full time

Job summary

seek.com.au is seeking a Training Coordinator to manage end-to-end logistics for client-approved programs across Australia. You will collaborate with learning managers, facilitators, actors and suppliers to ensure sessions are organized and delivered seamlessly.

The role focuses on accuracy, follow-through and detailed administration from setup through post-delivery invoicing and evaluations.

Qualifications

• Experience coordinating end-to-end logistics for training, events, or professional services.
• Strong attention to detail and accuracy in managing session details and records.
• Ability to manage multiple sessions, deadlines and dependencies concurrently.
• Proficiency with Excel/Google Sheets and calendar tools for scheduling and tracking.

Responsibilities

• Set up approved training programs using HubSpot, Outlook calendars and internal tracking systems.
• Confirm delivery logistics with clients, including venue or virtual platform details and attendance arrangements.
• Book and coordinate facilitators and professional actors, providing accurate session information.
• Arrange travel and accommodation as required to align with delivery schedules.
• Arrange print and distribution of training materials and ensure correct versions.
• Maintain training calendar and track confirmed vs held dates across staff.
• Check session details before delivery and resolve issues early.
• Complete post-delivery administration, including attendance records and evaluations.
• Review and approve invoices against scheduled training and forward to Finance.

Skills

Attention to detail

End-to-end logistics

Event coordination

Calendar management

Excel

Google Sheets

HubSpot

Outlook

CRM platforms

Tools

HubSpot

Outlook

Google Sheets

CRM systems

Job description

You will coordinate the logistics of training programs from the point a client approves the work through to completion of post-delivery administration. You will work closely with the Manager, Learning Solutions, another coordinator, facilitators, actors, clients and suppliers to make sure every session is properly organised and ready to deliver. This is an operations-focused role where accuracy, follow-through and attention to detail matter.

Key responsibilities

Set up approved training programs using HubSpot, Outlook calendars and internal tracking systems, ensuring dates, times, delivery format, participant numbers and client requirements are recorded accurately.

Confirm delivery logistics with clients, including venue or virtual platform details, room set-up, participant information, accessibility requirements, materials and attendance arrangements.

Book and coordinate facilitators and professional actors, provide them with accurate session information and follow through on any delivery requirements.

Arrange travel and accommodation where required and ensure bookings align with the approved delivery schedule and client arrangements.

Arrange for print and distribution of training materials and confirm that the correct versions are provided for each program.

Maintain the training calendar and track both confirmed and held dates across facilitators and actors.

Check all session details before delivery so that issues are identified and resolved early.

Complete post-delivery administration, including provision of attendance records and evaluations to clients.

Review and approval of invoices against scheduled training and forwarding of invoices to Finance for payment.

Respond to changes, rescheduling and unexpected delivery issues calmly and practically, keeping the right people informed.

About you

Strong attention to detail and the discipline to check information carefully before acting or confirming arrangements.

Demonstrated ability to coordinate the end-to-end logistics of programs, events, training, professional services or other multi-step service delivery.

Strong organisation and follow-through, with the ability to manage multiple sessions, deadlines and dependencies at the same time.

Confidence working with Excel or Google Sheets, Outlook calendars, CRM or workflow systems and maintaining accurate records.

Clear and professional communication with clients, contractors, suppliers and internal team members.

Ability to work flexibly in a small team where priorities can change and team members need to step across tasks to keep delivery moving.

Good judgement about when to resolve an issue independently and when to escalation it.

Ability to receive and respond appropriately to feedback, adjust your approach and apply agreed processes consistently.

A practical, accountable approach to work, including taking ownership of tasks through to completion.

Experience coordinating training, events, consulting or professional services delivery is highly regarded.

About us

We work with organisations across Australia to improve workplace behaviour, leadership and people management. Our training programs are practical, discussion-led and often use professional actors and realistic workplace scenarios to help participants build capability they can use immediately.

A practical role with clear ownership of the training delivery workflow.

Varied work across a national program schedule and a broad range of clients.

A small-team environment where coordination quality has a direct impact on successful delivery.

A mix of office-based collaboration and one work-from-home day each week.