Training Coordinator

Neara; Northern (KY); Hybrid; USD 42,000 - 56,000; Full time

Job summary

Uptime Crew is seeking a detail-oriented Training Coordinator to oversee scheduling, calendar management, and recording logistics for multiple cohorts. You will ensure trainers, trainees, and clients have a smooth, well-organized experience from invite to completion.

Responsibilities include building and maintaining schedules, preventing double-bookings, handling last-minute changes, managing multiple accounts, creating .ics files, and maintaining a clear OneDrive filing system for hundreds of

Qualifications

• 1–2 years of experience in scheduling, training coordination, operations, or a similar logistics-heavy role.
• Proficient with Microsoft 365 tools to manage schedules, calendars, and shared files.
• Strong written and verbal communication skills with high attention to detail.

Responsibilities

• Build and maintain training schedules for new cohorts, learning trainer roster and availability.
• Cross-check trainer availability to prevent double-booking and resolve conflicts.
• Respond quickly to last-minute changes and notify affected parties of replacements.
• Manage scheduling across multiple accounts tied to different company entities.
• Create and edit .ics files and convert Excel schedules into calendar invites.
• Follow a pre-send checklist to verify invites, attendees, time zones, and links.
• Maintain a OneDrive folder structure and naming convention for hundreds of recordings.
• Ensure recordings are uploaded, verified, and shared promptly after sessions.
• Serve as the point of contact for trainers and managers on scheduling and logistics questions.

Skills

Microsoft 365

Attention to detail

Communication skills

Scheduling experience

Education

High school diploma or equivalent

Associate's or Bachelor's degree (preferred)

Tools

Outlook

OneDrive

Excel

Job description

Training Coordinator - JOB OVERVIEW

Location: Remote

Duration: Full-time employee, ongoing

Hours: Full time (40 hours/week), must be available to work fully in the selected timezone.

At Uptime Crew, the role of Training Coordinator sits at the centre of our training operations, keeping every cohort scheduled, staffed, and documented correctly.

The Training Coordinator is an integral partner across our training and client-facing teams, owning the scheduling, calendar, and recording logistics behind every cohort while ensuring trainers, trainees, and clients have a smooth, well-organized experience from invite to completion.

Responsibilities:

• Build and maintain training schedules from scratch for new cohorts, quickly learning the full roster of trainers, their specialties, and their availability patterns, along with trainee lists, session length, and location/platform details, before locking in a plan.
• Cross-check trainer availability against session assignments to prevent double-booking, using whatever tools and methods are needed to catch and resolve conflicts before they happen.
• Respond fast to last-minute changes to a fully scheduled cohort, whether that's an unplanned meeting request, a trainer swap, a co-organizer addition, or a session's time or trainer changing, quickly identifying and confirming replacements where needed, notifying everyone affected, and ensuring nothing else in the schedule breaks.
• Manage scheduling across multiple accounts tied to different company entities, keeping cohorts, calendars, and communications clearly separated and error-free.
• Create and edit .ics files and turn finalized Excel schedules into accurate calendar invites.
• Follow a consistent pre-send checklist to verify every invite before it goes out, including attendee list, required/optional status, time zone, location or meeting link, and recording settings, confirming auto-recording is correctly configured before the session starts, not after.
• Structure and maintain a OneDrive folder system and naming convention that keeps hundreds of recordings organized across multiple cohorts and modules.
• Make sure each recording is uploaded, verified, and shared with the cohort promptly after the session, and troubleshoot recovery when a recording fails or doesn't save.
• Act as a reliable point of contact for trainers and managers on all scheduling and logistics questions.

Basic Qualifications:

• High school diploma or equivalent; Associate's or Bachelor's degree a plus
• 1-2 year(s) of experience in scheduling, training coordination, operations, or a similar logistics-heavy role
• Comfortable working across Microsoft 365 tools (Outlook, OneDrive, Excel, etc.) to manage schedules, calendars, and shared files
• Ability to manage many small, detail-heavy tasks simultaneously and prioritize effectively under time pressure
• Demonstrated attention to detail, backed by a specific process for double-checking work
• Strong written and verbal communication skills

Preferred Qualifications:

• Familiarity with using AI tools (e.g., Claude) to support day-to-day workflow
• Experience creating or editing .ics files and managing calendar invites end-to-end
• Comfortable managing multiple email/calendar accounts