Alice Chia

Manage mass scale events (Always On & ad-hoc location events) across Asia Pacific including the schedule, build, execution and evaluation with targeted number of audience size is 3,000 online/virtually.

• Educate trainers and stakeholders on event guidelines and best practice through onboarding
• Provide progressive updates with the use of metrics dashboard to the business on registration and attendance activities and ensure the systems are updated with event data;
• Manage requests from the regions in a timely manner to ensure scheduling, building and execution can take place in time for marketing and registration to kick off
• Develop new processes and formats to address business needs and increase attendance rate;
• Manage escalations and issues arising from the webinar platforms themselves (via cutting a ticket on the relevant platform and providing data to facilitate investigations on the backend.)
• Managing and building sustainable reporting cadences on aspects such as attendance, C-Sat and engagement;
• Liaising with key stakeholders including Training Operations team, Central Marketing team and Webinar partners to ensure successful delivery of the webinars.

The Software Academy (SW Academy) is Continental’s Global Learning Solution, which offers different training formats for our more than 15,000 software employees. Within my role as a Global Learning Organizer & Administrator:

• Acts as Learning Process Consultant/Train the Trainer (End-user support)
• Conducted two LMS knowledge-sharing session once to HR Portugal Team (and their newly joined Software Engineers) and on 7th Dec 2021
• Setting up of classroom and virtual classes at item level on LMS and scheduling offerings (sessions); sending email communication blasts to invite registrations; monitoring of take-up on a regular basis before deciding to confirm or cancel the session
• As this is a global role, I set up classes across multiple time-zones (Asia including Bangalore and Japan, Europe region including Timisoara, Germany including Frankfurt, France, and Novi Sad)
• Updating changes on Curricula whenever there are new topics being added
• Assigning users job profiles on the back end
• Trouble-shooting users’ issues on the back end by working very closely with the IT team handling the LMS
• Point of contact handling all queries coming into the Functional/Group mailbox
• Triaging the email to the relevant Heads in the various locations for those that require escalation
• Point of contact for all training requests (under the umbrella of Software Academy) on LMS
• This includes setting the classes up on LMS and sending stakeholders the direct registration links so that they can publish it on their intranet
• Collating lesson attendance and reporting
• Onboarding: Pull HR report from LMS (HRIS) & filter for the relevant information on new hires in all locations and email them the onboarding Curriculum

Being one of the Decentral Learning Administration (DLA) and serving as the global LMS Administrator:

• Took part in monthly DLA Networks’ conference calls for system updates

Program coordination:

• Working with stakeholders & coordinating with trainers on their training schedule and schedule in multiple locations (Korea, Bangalore, Philippines & Singapore to arrange for virtual sessions
• Collating nominations and enrolling them on LMS
• Sending an email communication to these enrolled participants which includes the administrative information, like recommended E-Learnings to complete and Skype/Teams link
• Manage relationships with trainers who are all SMEs (Subject Matter Experts) through cross collaboration and various communication channels (via Teams/Emails/Calls)
• Supporting Cyber Security & Artificial Intelligence teams globally:
• Worked closely with these business units to support them on all LMS and organizer and admin roles for all cyber activities & A.I
• Activities held in all locations

Organizer Tasks:

• Resource bookings, overall training preparation before the event proper to ensure seamless flow
• Tracking participation status and managing participants (Systems Documentation)
• Initiating procurement process centrally by requesting for quotations via SAP cart
• Creation/Maintenance of learning items, learning curricula and assignment profiles
• Upload of learning content into the tool (SAP Success Factors)
• Update attendances on LMS for all training sessions based on the attendees’ sign-in sheet
• Download evaluation/survey reports from LMS, reads and summarizes the comments and transpose them on power-point with the score on a monthly basis
• Collection, consolidation and reporting of learning items, KPIs, feedback and effectiveness measurements for assigned areas of responsibilities
• Guarantee defined quality management process by conducting regular logic/content quality checks for area of responsibility.

• Coordinate and schedule employees for training, administer attendance and updating of learning status
• This encompasses checking the vendor’s website to confirm the trainees scheduled to attend the training has attended and past the practical assessment
• Coordinate/Initiate training invitations and reminders to attendees scheduled for training sessions and ensure timely response from attendees
• Support in updating training records in the organization’s Learning Management System
• Liaising with Staff Assistants/Admin Assistants on payments
• Creating Service Entry Sheet in SAP for internal payment system (ERP) on GEMS and STRIPES to initiate and authorize payment to vendors
• Tasked with the project of collecting outstanding/overdue payments from the business units
• Including verifying and checking of invoices, tracing back to the trainee(s) listed on these invoices, contacting them to find out who is their Admin/Business Units in order to trigger the payment process
• Checking the invoice amount against the statement of account before liaising with vendors to create online payment link and/or following up with the BU to see if a Purchase Order has been previously issued for these trainings.

Responsible for the management of the Cool Sculpting training for new hires.

• This includes liaising with Country Manager of each location on the appropriate and suitable models for trainings
• Ensure all materials (including translation) and equipment/system are in order for the training
• Manage and work with the event agency on the logistics for smooth training event implementation
• This includes monitoring of freight and shipment handlings
• Coordinate with internal and external participants on the training event via Country manager of each location to obtain their customers’ registration either via Salesforce or manual depending on the location
• Upload ZINC (if needed) for trainings held in Singapore office
• Administrative & Finance-related works including raising Purchase Orders using SAP, liaising with vendors to obtain information to create supplier profile (like vendor code and ePRO code) for payment processing and completion of RFQ for department requirement
• Booking of meeting room for events and trainings
• Arranging with reception on issuance of access cards for new hires trainings and request for catering during trainings
• Expense claim submissions via internal Concur platform.

• Attend to telephone or walk-in enquiries
• Provide career advice and guidance to enquirers
• Preparation of new courses and liaising with trainers on suitability of course dates
• Verification of documentation submitted by trainees or corporate clients (to check in SkillsConnect and internal systems if they have previously attended the course)
• Follow up with clients, participants, and trainers on confirmation of classes
• Manage the registration of courses
• Order course materials
• Book and prepare training rooms
• Arrange refreshments for tea-breaks
• Prepare attendance register
• Provide administrative support to Trainers and Assessors
• Proper filing of documents
• Collection of payment for registration of classes
• This includes cash payment over the counter or payment using of SkillsFuture credit.

Support a 6-months project to set up training matrix).

• Handling Pre, during and Post training logistics for events
• Focus is to check data integrity from internal Learning System ComplianceWire with data gathered on Excel from previous Training Needs Analysis Exercise
• Awarded Abbott Excellence Award from onsite support at OPEX Summit held at the Plant in Oct 2017
• Organizing the monthly New Hire Orientation
• Booking of training room, checking on the speakers (mainly the HODs) of the various departments’ their schedule and availability to conduct to the New Hires
• Sending out invitation to them to book their calendar
• Accessing the Share Point to get the information on new hires (Start date, reporting supervisor, their designation etc.) so that we will collate the number of new hires for each month.

Manage the Learning Management System (Excellence) on a day-to-day basis for all learning activities:

• Updating Training records and monitoring course enrollments;
• Following up on markets (countries) that had not been sending delegates for training;
• Advising importers from 16 countries on the use of the Learning system
• Being the LMS’s Super Admin User, I am the Markets’ main Point of Contact (Referring to Importers and Dealers);
• Operations support in terms of resetting of E-Learning courses and passwords, updating of users’ personal details;
• Prepare and email training schedules on a weekly basis to all Dealers and Importers;
• Create and Retire courses on Excellence, marking attendances and scores and closing the class;
• Technical Support at the 1st Level by troubleshooting technical issues encountered by dealers from the 16 markets;
• Monthly Reports – Downloading data from Training System and preparing reports to management on a monthly and quarterly basis
• Proficiency in V-Lookup, Pivot-table & formula is required for this monthly reporting task
• Preparing quotations for upcoming training schedules so that a PO can be raised by the quarter, ensuring course books, posters and supporting materials are printed and delivered in time => Procurement
• Arrange for catering and setting up of classrooms, ensuring classroom logistics in in place
• In charge of updating the TV at the Academy
• Update the weekly courses on the power-point slides and converting to video so that it can be displayed on the main TV
• In-charge of programing access cards for all delegates (students), visitors, guests and colleagues from the main office coming into the Training Academy.

• Manage grant application and submission of assessment results via SkillsConnect
• Administrate and update WSQ and SDF training data and grant records in SAP
• Process and submit invoices to finance department
• Coordinate tri-weekly New Hire Presentation, gather information on new hires from HR Business Partners and prepare attendance sheet, shoes voucher etc
• Conduct Presentation to new joiners from Trains Business Unit during the tri-weekly new joiners’ briefing
• Coordinate with Business Units’ training coordinators on training nomination and implementation
• Oversea the application of Statement of Attainment (SOA) and issuance of certificates to Business Units
• Administrate ad-hoc claims in via SkillsConnect
• Update daily courses on the TV at lobby & 2nd level of SMRT Institute
• Invigilator duty for Courses => Additional role taken on
• Assist in all Pre, during and post-training logistics setup and admin coordination, including managing and allocation of training resources (i.e., training rooms and materials).

• Liaise with external training providers on registration for all the courses and follow up on documentation for funding wherever applicable
• Manage administration and logistics (Attendance sheet, blank evaluation forms and setting of classrooms for company-wide in-house trainings and development programme
• Create New Hire Orientation evaluation reports and gather feedback on programme
• Monitor and update on spreadsheet, approved training funds through various government bodies (e.g., WDA Skills Connect for SDF Pre-approved programme, Absentee Payroll Funding, Skills Redevelopment Programme, CITREP and other ad-hoc Skills Development Funds claims)
• Coordinate monthly New Hire Orientation, gather information on new hires from HR department and prepare attendance sheet and sending out outlook invitations to in-house speakers and immediate supervisors
• Process training-related payments keep track of training expenses and monitor training budget utilization
• Maintain up-to-date training records in Excel.

Support the Human Resource Organizational Learning team in the day-to-day’s training operations. This includes:

• Assist and resolve employees’ queries related to the training process and administration
• Liaise with external training providers on registration for all the courses and follow up on documentation for funding wherever applicable
• Taking responsibility for ensuring all training rooms and equipment, catering arrangements and other requirements are booked or cancelled in advance
• Manage administration and logistics (catering, attendance sheet, blank evaluation forms and setting of classrooms for company-wide in-house trainings and development programme.)
• Generate workshop evaluation reports and gather feedback on programme
• Process, apply, monitor, and claim approved training funds through various government bodies (e.g WDA Skills Connect for SDF Pre-approved programme, Absentee Payroll Funding, Skills Redevelopment Programme, IDA, CITREP and other ad-hoc Skills Development Funds claims)
• Process training-related payments keep track of training expenses and monitor training budget utilization
• This includes making sure all training-related invoices are correctly charged to the respective GL/Account Codes i.e., Cost-centers
• Maintain up-to-date training records in Peoplesoft system and generate monthly training statistics and reports.

• Follow up on inbound training leads received through emails, web & phone
• Respond to customer requests and prepare proposals for selling private training classes
• Capture accurate and complete information in our Customer Relationship Management (CRM) system
• Manage training administration activities such as scheduling classes, sourcing for instructors, processing of student registrations, sending acknowledgement and confirmation emails to students, submitting customer invoice requests, ordering and shipment of training materials, responding to customer inquiries, communicating with internal stakeholders and post training follow-up
• Maintain current and accurate data and statuses for all training class and student registration records
• Collaborate with Customer Care team to expeditiously handle customer training inquiries
• Send personalized email campaigns to promote public training classes
• Prepare weekly class status reports and tele-sales activity reports
• In-charge of programing and issuing access cards for students registered for the classes for the week.

Coordinates and implements CRAFD training activities for residents and faculty.

• Ensure that activities are carried out in an orderly manner
• Ensures that attendances are updated after each training activity is concluded
• Update Evaluations in the system and maintain proper documentation

• Collaborate with respective Delivery and Channel and General Business Unit (GBU) to ensure classes are scheduled according to need or sales incentives
• Create and maintain a schedule of offered classes
• Handle inbound and outbound communication regarding registrations for all Learning related events
• Prepare and send notification to registered attendees regarding confirmation of courses.

Planning staff resources and plotting on Retain to ensure all engagement needs are met for 118 and 121 Audit departments.

• Resolve staff conflicts in situations like moving the timing, suggesting of a re-shuffling of a resource in the team etc
• Ensure compliance during audit and periodic reviews
• Leave planning coordination and personnel management for example following up on recruitment, resignation, clearance, first day and last day for staff for both Audit Departments
• General administrative duties such as update phone directory / allocation of lockers / provide stationery / organize and issue of name cards
• Taking care of the general welfare of the department
• To ensure tidiness is always maintained and unused files to be stored away in the filing room etc.

• Pre-training administrative work which includes correspondences with customers via emails or conference calls on course confirmation, attendance list, ensure on-site check list is complete, register students (both internal and external) on internal training database, send training materials for printing and shipping to overseas APAC customers’ offices where the training is going to be held to make sure materials have reached prior to the commencement of the training
• The rule of thumb is to respond to all our customers’ requests via email within 24 hours
• As such, this is a highly demanding role with fast turnaround time and conference calls to be expected at short notice at Customer’s requests as well as our HQ at USA
• Trainers’ support on VISA invitations, accommodation, and client information (contact point when arrival at Customer’s site office to ensure someone opens the door and escort him to the training room)
• Help desk support to provide global coverage 24 hours
• This is an APAC regional role which covers our customers’ base in Hong Kong, China, Indonesia, Philippines, Cambodia, Vietnam, Australia, India, and Thailand.

• To liaise with all Training Vendors/Partners for confirmation of training schedules, source for training programs and coordinating training activities
• This includes making sure the trainers’ schedule and training facilities are booked accordingly
• Liaising with the different HR Partners and Country Managers in the smaller APAC countries to plan, recommend and advice on programs curriculum for the different business units
• Coordinate classroom logistics to ensure proper set-up of projector, flipchart stands, making sure the trainer’s laptop and the classroom’s AV is connected properly
• Ensuring Pre-work is sent out on time as the instructor will require this Pre-work information to be collated and received prior to the commencement of the course for him to use the information as group work discussion and role plays etc
• Using their internal learning system, Education Management system (EMS), manage course enrolment for all scheduled courses
• Market programs to ensure all the classes are filled up via EDM (Electronic Direct Mailers) and produce miscellaneous reports as required
• Collect, collate, and process evaluation data compiled onto power point slides for presentation to management.

To provide full support in the delivery of administrative services to the International Assurance Solution (IAS) department to meet both internal and external departmental clients’ needs.

• Following up on debtors’ credit status, liaising with clients to ensure that payment is made on time and updated in database
• Main responsibilities include but not limited to following up on aged invoices which are more than 2 years old, retrieve clients’ files from the warehouse to do a review as to why payment has not been made etc
• Project lead for packaging team
• Pilot run for a period of 6 months during the peak tax filing season during which my responsibilities include a de-brief on every Monday to ensure compliance and that the process is checked at various stages to ensure it is executed properly and accurately => Additional role taken on.

Joined before their commercial launch (Part of the Pioneer Team)

Promoted twice during my 8-years tenure with them.

• Witnessed the close group of over 100 colleagues (mainly the Engineering group) expanded to the current dynamic team
• Procurement for all Capital Assets and requisition of stationary and other ad-hoc items as and when required
• Making flight, accommodation, and VISA arrangements for Company’s business trips
• Forecasting of departmental OPEX (Operational Expenditure) and monitoring and tracking of training budget
• Calendar and travel management for General Manager and my team of engineers
• Putting up of expense claims
• Inventory for all department’s shared items (mainly SIM cards for testing and laptops)
• Co-ordination of all training related internal and external activities
• This includes booking of hotels for external trainings which are taking place outside Company’s premises and arranging for catering/printing of materials & course certificates => Additional role taken on