Training Coordinator

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