Role Overview
Seeking an organized and proactive Operations & Scheduling Executive to manage the academy’s daily operational workflow.
This role requires strong multi -tasking skills, to ensure schedules run smoothly, enquiries are handled efficiently, and operational systems remain accurate and well -coordinated. Multi -tasking, excellent communication & writing skills are a must. Ability to handling multiple issues at the same time is key.
Core Operational Pillars of the Role
The Operations & Scheduling Executive supports the academy across five core operational areas:
1. Scheduling & Capacity Management Managing daily and weekly training schedules, filling empty slot, maintain high utilization, and coordinating cancellations and rescheduling.
2. Customer Enquiries & Player Onboarding Handling enquiries, maintaining accurate CRM, pipeline records. coordinate scheduling, Trials, and onboarding players
3. Daily Operations Coordination Coordinate & effectively communicate with parents, players, coaches, and accounts and managing attendance, substitutions, and schedule adjustments. This includes daily attendance & billing tracking and adjusting ledgers.
4. Systems & Platform Management Operating scheduling platforms, CRM systems, and Zoho ZRM & Books and operational tools and maintaining accurate records and resolve any system issues.
5. Process & Workflow Support Supporting the documentation and improvement of operational workflows and ensuring consistent use of templates and communication & messaging standards.
5 Key Role Pillars
Pillar 1 — Scheduling & Capacity Management
1. Daily Coach/court scheduling
2. Slot utilization
3. Waitlists & cancellations, & Makeup sessions
4. Rescheduling & Adjustments
Pillar 2 — Customer Enquiries & Player Onboarding
1. Handling enquiries & player requirements
2. CRM pipeline & records, Player profiling
3. Assessment & Trials
4. Onboarding & Enrolment
Pillar 3 — Daily Operations Coordination
1. Parent, player communication and messaging
2. Coach coordination
3. Attendance tracking & billing recording
4. Schedule adjustments & conflicts
Pillar 4 — Systems & Platform Management
1. First Class Retention
2. CRM records, Data accuracy
3. Billing coordination
4. Platform integrations & systems
Pillar 5 — Process & Operational Workflow Control
1. Process workflows documentation & improvements
2. Workflow alignments
3. Messaging templates
4. Data flow discipline
Candidate Profile: Our Criteria
• Highly organized and detail -oriented, multi -tasking
• Professional, positive & cheerful in client interactions
• Comfortable working with digital platforms and operational systems
• Process -driven with strong follow -up discipline
• Calm and solution -oriented during busy operational periods
Requirements
Experience & Skills
• 3–5 years’ experience in operations, scheduling, or service coordination roles
• Experience in sports academies, education centers, clinics, or service businesses
• Experience using CRM or booking systems is highly desirable
• Strong proficiency in Microsoft Office tools, particularly Excel
• Excellent written and spoken English communication skills
• Strong customer interface and service
Working Hours
• Flexible working hours aligned with academy training schedules
• Availability during peak training hours
• Weekend availability during tournaments or high -demand periods when required
• On -site role based in Muscat
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