Job Title: Training Program & Operations Manager
Location: Austin, TX 78727
Position Type: 12-Month Contract (Strong potential for extension or full-time conversion)
Work Model: 100% Onsite (Occasional flexibility on non-training weeks)
Travel: Low (Domestic travel approximately 5-10% / 1-2 trips per year for team meetings or occasional sister-site coverage)
Position Overview
The
Training Program & Operations Manager serves as the primary onsite operational leader for a state-of-the-art medical and aesthetic training center in Austin, TX. This role bridges hands-on facility readiness, day-to-day training operations, vendor coordination, and high-touch hospitality.
Working hand-in-hand with an onsite Customer Experience counterpart, you will focus on managing the operational backbone of the facility-ensuring seamless program logistics, classroom staging, food and beverage coordination, procurement, budget tracking, and facility maintenance. The ideal candidate blends the operational rigor of a project/program manager with the warmth and polish of high-end corporate hospitality.
Key Responsibilities
1. Onsite Program & Facility Operations
- Serve as the central operational point of contact for all scheduled training sessions and internal corporate meetings held at the center.
- Lead hands-on classroom and space setup prior to each session: stage workbooks, course materials, attendee badges, nameplates, lanyards, and welcome gifts.
- Oversee the daily upkeep, appearance, and functionality of all training rooms, cafe/lounge areas, and locker facilities.
- Coordinate with building management and facilities teams behind the scenes to promptly resolve maintenance, HVAC, lighting, or technical issues.
- Liaise with internal business groups utilizing the facility on non-training days to provide operational guidelines and logistical support.
2. Hospitality & Food/Beverage Management
- Create a polished, welcoming, and professional environment for attendees (including physicians, healthcare providers, clinic owners, and practice managers).
- Coordinate daily catering, food and beverage services, and refreshments-ensuring pristine setup, timely replenishment, and attractive presentation in common areas.
- Address attendee inquiries and logistical needs with urgency and executive-level customer service.
3. Vendor Management, Budgeting & Procurement
- Manage relationships and service agreements with third-party vendors (caterers, photographers, maintenance contractors, and supply vendors).
- Facilitate purchase order (PO) generation, invoicing, accounts payable (AP) processing, and budget tracking.
- Conduct regular inventory audits and manage stock levels for training collateral, consumable supplies, gifts, and operational materials.
- Manage internal cross-charging allocations for outside departments utilizing center facilities.
- Oversee operational compliance tracking, including Healthcare Professional (HCP) transparency reporting processes.
Required Qualifications:
- Education: Bachelor's degree preferred, or equivalent work experience.
- Experience: 4-5+ years of demonstrable experience in training operations, project/program management, corporate event execution, or upscale hospitality operations.
- Hands-on Mindset: Willingness to be active and physically present onsite-comfortable preparing classrooms, moving light furniture, and managing day-to-day facility readiness.
- Financial & Administrative Fluency: Prior experience handling purchase orders (POs), invoice approvals, vendor contracts, inventory reconciliation, and tracking budgets in spreadsheets.
- Communication & Polish: Exceptional interpersonal and verbal communication skills; comfortable greeting and engaging professional healthcare clientele and corporate executives.
- Software Proficiency: Strong working knowledge of Microsoft Office Suite (especially Excel, Outlook, and Word). Experience with event management platforms (e.g., Cvent) is a plus.
- Adaptability: Flexibility to occasionally work non-traditional hours or weekends depending on scheduled course calendars.
- Valid Driver's License: Active driver's license with a clean driving record (for local vendor runs or errands as needed).
Ideal Candidate Profile / Success Factors
- Background Diversity: Candidates from corporate event management, high-end hospitality management, higher education/training center coordination, or operational project management are strongly encouraged to apply. (Prior pharmaceutical, aesthetic, or healthcare experience is not required).
- Execution-Driven: Highly organized with exceptional attention to detail, capable of multitasking in a dynamic environment without dropping operational details.
- Collaborative Partner: Thrives in a tight-knit onsite team environment where teamwork and shared accountability are paramount.
Physical & Work Environment Expectations
- Setting: Modern, professional training and corporate facility.
- Physical Activity: Regular walking, standing, and active movement during event days (up to 8 hours); occasional light lifting (up to 20-25 lbs) for boxes of training supplies, signage, or light room staging.
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Spectraforce Technologies
Sep 30, 2026