Operations Executive

Location:  VASA – Vydehi Advanced Simulation Academy, Bengaluru

Department: Operations & Administration

Experience: 2–5 years

Employment Type: Full-Time

Reporting To: National Head – Simulation & Training

Job Summary

The Operations Executive will be responsible for coordinating day-to-day operational activities of VASA, ensuring smooth execution of training programs, workshops, simulation activities, facility management, inventory control, documentation, and stakeholder coordination.

Training & Workshop Coordination

• Coordinate participant registrations and maintain training databases.
• Collect participant details and prepare final participant lists before programs.
• Create and manage communication channels including WhatsApp groups and email communications.
• Coordinate with faculty, instructors, and participants for smooth workshop execution.
• Support training logistics and learning space preparation.

Facility & Equipment Management

• Monitor and maintain simulation labs, classrooms, and training facilities.
• Coordinate preventive maintenance, repairs, and vendor support.
• Maintain records of equipment servicing, AMCs, and maintenance activities.
• Coordinate with IT and technical teams for operational requirements.

Inventory & Asset Management

• Maintain inventory records of simulation equipment, consumables, and academy assets.
• Monitor stock levels and initiate procurement requests when required.
• Coordinate storage, issuance, and tracking of resources.
• Maintain asset registers and inventory reports.

Documentation & Reporting

• Maintain records of workshops, simulation sessions, attendance, and participant databases.
• Update and maintain operational master sheets and trackers.
• Coordinate certificate preparation and printing.
• Prepare weekly and monthly operational reports.
• Record and maintain Minutes of Meetings (MoM).

Administration & People Management

• Coordinate housekeeping, security, and support staff activities.
• Monitor participant flow and ensure smooth functioning during programs and events.
• Maintain effective communication with stakeholders and management teams.

Excel & Accounts Management

• Maintain and update Excel-based operational, inventory, and financial trackers with accuracy and consistency.
• Prepare expense statements, petty cash records, and vendor payment trackers for academy operations.
• Reconcile invoices, purchase orders, and payment records with finance and procurement teams.
• Use formulas, pivot tables, and data validation to build accurate, audit-ready reports and dashboards.
• Support budget tracking and basic accounts coordination in liaison with the finance department

Qualification & Experience

• Bachelor’s Degree in any discipline (MBA preferred).
• 2–5 years of experience in operations, administration, training coordination, healthcare, education, or simulation environments. Strong working proficiency in MS Excel (formulas, pivot tables) and basic accounts/expense management is required.