Senior Associate - HRO (Event Management) (Spanish Speaker)

About ITDS GLEM

The International Training & Development Services department (ITDS) - Global Learning Event Management (GLEM) is part of DHL Group's Corporate Center HR. We deliver high-quality learning experiences through seamless coordination of training events, both virtual and in-person. Our team ensures operational excellence by managing logistics, communications, systems, and supplier relationships for global learning initiatives.

Your Role: Senior Associate - HR Operations (ITDS GLEM)

As part of the International Training and Development Services (ITDS) team, you will play a key role in supporting the delivery of global learning events such as training sessions, workshops, and presentations. Based in our Shared Service Center in Petaling Jaya, you will help ensure smooth execution by coordinating logistics and hospitality, facilitating communications, and operating relevant systems. You will contribute to the production of virtual events by assisting facilitators with technical setup and live session support. For in-person events, you will provide on-site assistance, oversee logistics, and help ensure a high-quality participant experience. Additionally, you will support supplier coordination, maintain accurate data for reporting, and contribute to continuous improvement initiatives - enhancing the overall effectiveness of our global learning and development services.

Key Responsibilities

Event Coordination

• Set-up and coordinate global learning events (classroom and online) using DHL Group LMS.

• Distribute invitations, pre-work materials, and event details to participants.

• Coordinate logistics including meeting rooms, accommodation, hospitality, and other event-related needs.

• Provide responsive support and address participant inquiries in a timely manner using HR Case Management.

Virtual Event Production

• Serve as technical producer during virtual learning sessions, supporting facilitators with setup and delivery.

• Monitor attendance and follow up with non-participants.

• Troubleshoot technical issues to ensure smooth and professional online experiences.

On-Site Event Support

• Provide on-site coordination during in-person events, managing logistics and materials.

• Monitor venue and hotel service quality, ensuring participant satisfaction.

• Proactively resolve and escalate issues to maintain event integrity.

Supplier & Financial Handling

• Liaise with external vendors and oversee compliance with frame contracts.

• Accurately track and process invoices, ensuring timely payments.

• Maintain records of preferred suppliers and report on evaluation outcomes.

• Support Controlling in resolving supplier and customer-related queries.

Promotion & Advisory

• Promote learning and development opportunities across the organization.

• Act as a primary contact for training-related inquiries.

• Provide guidance and share relevant information with internal stakeholders.

Reporting & Data Processing

• Maintain accurate records of training activities and training evaluations (classroom and online) using DHL Group LMS.

• Ensure timely data entry and time tracking in EMMA and HR Case Management

• Contribute to management reporting on costs, participation, and quality metrics.

• Monitor forecasted vs. actual session planning and escalate discrepancies to mitigate financial risks and support ITDS financial objectives.

Continuous Improvement

• Participate in First Choice Initiatives to enhance Business Partner satisfaction.

• Provide feedback and contribute ideas to improve processes and service delivery.

Material Coordination

• Perform routine checks to ensure all necessary materials are available for classroom sessions.

• Maintain a well-organized and efficient physical storage system for training supplies.

• Oversee the timely and accurate ordering and preparation of materials for scheduled sessions.

• Collaborate with vendors on the production, ordering, and warehousing of training materials.

• Order the replenishment of consumables, reusable items, and missing materials via the Replenishment Portal.

• Address facilitators' requests related to training materials promptly and effectively.

• Align timelines and logistics in coordination with the regional program manager to ensure smooth material delivery and readiness.

• Serve as a liaison between business colleagues, printing suppliers, and logistics providers.

What Do We Expect From You?

To thrive in this role, you bring a combination of operational excellence, communication skills, and a proactive mindset.

Skills & Competencies

• Strong organizational and coordination skills: able to manage multiple events and tasks simultaneously with attention to detail.

• Excellent communication skills: both written and verbal, to interact professionally with participants, facilitators, and stakeholders.

• Technical proficiency: comfortable using virtual meeting platforms (e.g. MS Teams), Learning Management Systems (LMS), and Case Management systems.

• Problem-solving mindset: able to troubleshoot issues independently and escalate when necessary.

• Customer service orientation: responsive, empathetic, and focused on delivering a high-quality participant experience.

• Time management: able to prioritize effectively and meet deadlines in a fast-paced environment.

• Team collaboration: works well in a multicultural, global team setting and contributes to shared goals.

Knowledge & Experience

• Familiarity with event logistics and hospitality coordination, both virtual and in-person.

• Understanding of HR operations and training processes, including supplier handling and financial tracking.

• Experience with data entry and reporting, ideally in a corporate or shared services environment.

• Knowledge of continuous improvement methodologies (e.g., First Choice or Lean Six Sigma) is a plus.

• Awareness of compliance and procurement processes when working with external vendors.

Personal Attributes

• Proactive and solution-oriented .

• Adaptable to changing priorities and global time zones.

• Flexibility and willingness to work in shifts when required, depending on operational needs.

• Culturally sensitive and inclusive.

• Committed to continuous learning and professional development.

Your Profile

Education & Experience

• Vocational, specialized, or technical education in Business Administration, Event Management, Human Resources, or a related field .

• 1-2 years of experience in a similar role.

Language Requirements

• Fluent verbal and written communication in English and Spanish