Training and Commercial Operations Coordinator

Summary

InSource Solutions is an industrial software solutions provider and trusted AVEVA partner that delivers services and solutions supporting operational optimization and digital transformation. The Training and Commercial Operations Coordinator manages training program administration, including registrations, scheduling, payments, logistics, and customer inquiries. The role also supports customer onboarding, commercial account setup, compliance documentation, credit checks, and cross-functional coordination with Sales, Finance, Operations, Marketing, and Client Success.

Responsibilities

• Training Calendar and Scheduling: Collaborate with the VP of Client Success and dedicated trainers to develop and maintain the annual training calendar. Partner with Marketing to keep the training schedule on the company website current, including providing the finalized annual schedule and communicating timely updates when classes are cancelled or reach capacity
• Class Enrollment Management: Work with the VP of Client Success and trainers to identify underenrolled classes and determine whether cancellation is appropriate. As a general guideline, classes with fewer than four registrants two weeks before the start date may be considered for cancellation. Notify registered students of cancellations and proactively provide alternative options
• Training Registration Processing: Process inbound training registrations received through the company website and direct email. Ensure each registration includes valid payment or an authorized coupon and confirm enrollment only after applicable requirements are satisfied
• Payment and Coupon Administration: Process credit card payments directly, prepare quotes for purchase-order or invoice-based registrations, and process resulting purchase orders. Validate training coupons against authorized coupon types, including unlimited training subscriptions and System Integrator seats
• Prerequisite Validation: Review and validate student prerequisites for classes that require them before confirming enrollment
• Training Sales Support: Create training quotes in support of active sales opportunities and respond promptly to training inquiries received through the website and direct email
• Third-Party Training Administration: Coordinate pass-through training registrations with third-party providers such as AVEVA and Ocean Data Systems. Register students with the provider, create associated quotes, process purchase orders, invoices, or credit card payments, and facilitate payment to third-party providers in a timely manner
• Training Materials and Logistics: Monitor and maintain adequate inventory of training manuals and coordinate reorders with suppliers when needed. Ship training manuals to students before class start dates and update NetSuite with class-specific URLs for student materials
• Customer Onboarding and Account Setup: Coordinate customer onboarding and account setup, ensuring required documentation is complete and accurate to establish InSource Solutions Group companies as approved vendors
• Insurance and Compliance Administration: Collect, verify, and maintain Certificates of Insurance in accordance with customer requirements and ensure applicable onboarding and compliance documentation is complete
• Credit and Commercial Setup: Initiate and monitor credit checks and collaborate with Finance to establish customer credit terms
• Cross-Functional Commercial Support: Act as a liaison among Sales, Finance, and Operations to resolve onboarding issues and ensure customer accounts are prepared for efficient order processing
• Accounts Receivable Support: Assist Accounts Receivable in improving cash collection timelines and reducing days sales outstanding by proactively addressing customer setup, documentation, credit, and compliance issues that could delay invoicing or payment
• Risk and Issue Management: Identify and escalate risks, missing documentation, compliance concerns, or delays that could impact customer onboarding or order-processing timelines
• Process Improvement: Support continuous improvement initiatives across training administration, customer onboarding, and commercial operations processes

Skills

• Strong organizational and time-management skills with the ability to manage multiple deadlines and stakeholders simultaneously
• Excellent written and verbal communication skills
• High attention to detail, particularly in payment validation, registration requirements, account setup, and compliance documentation
• Strong customer and stakeholder service orientation with the ability to balance responsiveness, professionalism, and accuracy
• Ability to follow and enforce defined processes related to payment processing, coupon validation, prerequisite verification, credit checks, and insurance compliance
• Strong cross-functional collaboration skills with the ability to work effectively with Sales, Marketing, Finance, Operations, and Client Success
• Proactive communication and issue-resolution skills, with the ability to anticipate potential problems and communicate clear solutions and next steps
• Ability to identify and escalate risks that may affect training delivery, customer onboarding, invoicing, or order processing
• Strong adaptability and ability to balance competing priorities in a fast-paced, deadline-driven environment
• Ability to maintain accurate records and ensure operational activities are completed in accordance with company and customer requirements
• Basic proficiency in Microsoft Word and Excel
• Proficiency with ERP or CRM systems
• Strong attention to customer experience throughout training registration, onboarding, and commercial transactions
• 2+ years of experience in training administration, operations coordination, or a similar customer-facing administrative role
• Demonstrated experience processing orders, quotes, purchase orders, and invoices
• Experience coordinating customer registrations, payments, scheduling, or logistics
• Experience supporting customer onboarding and account setup processes is preferred
• Experience collecting and maintaining customer documentation, including compliance-related documentation, is preferred
• Experience working with credit checks, customer credit terms, or finance-related onboarding activities is beneficial
• Experience supporting cross-functional teams across Sales, Marketing, Finance, Operations, or Client Success is preferred
• NetSuite experience is strongly preferred
• Experience with third-party vendor coordination, training providers, or supplier administration is beneficial

Qualifications

Must Haves

• Strong organizational and time-management skills with the ability to manage multiple deadlines and stakeholders simultaneously
• Excellent written and verbal communication skills
• High attention to detail, particularly in payment validation, registration requirements, account setup, and compliance documentation
• Strong customer and stakeholder service orientation with the ability to balance responsiveness, professionalism, and accuracy
• Ability to follow and enforce defined processes related to payment processing, coupon validation, prerequisite verification, credit checks, and insurance compliance
• Strong cross-functional collaboration skills with the ability to work effectively with Sales, Marketing, Finance, Operations, and Client Success
• Proactive communication and issue-resolution skills, with the ability to anticipate potential problems and communicate clear solutions and next steps
• Ability to identify and escalate risks that may affect training delivery, customer onboarding, invoicing, or order processing
• Strong adaptability and ability to balance competing priorities in a fast-paced, deadline-driven environment
• Ability to maintain accurate records and ensure operational activities are completed in accordance with company and customer requirements
• Basic proficiency in Microsoft Word and Excel
• Proficiency with ERP or CRM systems
• Strong attention to customer experience throughout training registration, onboarding, and commercial transactions
• 2+ years of experience in training administration, operations coordination, or a similar customer-facing administrative role
• Demonstrated experience processing orders, quotes, purchase orders, and invoices
• Experience coordinating customer registrations, payments, scheduling, or logistics

Nice to Haves

• Experience supporting customer onboarding and account setup processes is preferred
• Experience collecting and maintaining customer documentation, including compliance-related documentation, is preferred
• Experience working with credit checks, customer credit terms, or finance-related onboarding activities is beneficial
• Experience supporting cross-functional teams across Sales, Marketing, Finance, Operations, or Client Success is preferred
• NetSuite experience is strongly preferred
• Experience with third-party vendor coordination, training providers, or supplier administration is beneficial