Department: Operations & Administration

Location: VASA – Vydehi Advanced Simulation Academy, Bengaluru

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.