Operations & Scheduling Executive - Main

Company is seeking a highly organized and proactive Operations G Scheduling Executive to manage the academy’s daily operational workflow. This role sits at the operational core of the academy, ensuring schedules run smoothly, enquiries are handled efficiently, and operational systems remain accurate and well- coordinated. The position requires strong multitasking ability, excellent communication skills, and the discipline to manage multiple operational activities simultaneously.

Key areas of responsibility include:

• Scheduling and slot optimization
• Enquiry handling and player onboarding
• Parent and coach coordination
• CRM and booking system management
• Billing coordination and payment follow-up
• Platform and operational systems support

Scheduling G Slot Management

Manage weekly and daily training schedules across coaches, players, and courts

Maximize schedule utilization and minimize idle slots

Coordinate cancellations, rescheduling, waiting lists, and make-up sessions

Ensure accurate scheduling with no coach or court conflicts

Enquiries G Player Onboarding

Manage incoming enquiries from Whats App, phone, website, and social media

Provide clear information to prospective players and parents

Coordinate trial sessions and onboarding

Maintain accurate CRM records and player categorization

Daily Operational Coordination

Act as the main communication link between parents, coaches, and management

Manage attendance issues, substitutions, and schedule changes

Maintain clear and professional daily communication

Record attendance and support operational tracking

Booking System G CRM Management

Operate the academy’s scheduling and booking platform (First Class Retention)

Maintain accurate player profiles, schedules, and enrolments

Ensure real-time system accuracy across scheduling and CRM platforms

Identify and coordinate resolution of system issues when required

Billing G Payment Coordination

Support billing preparation and session validation

Coordinate with Accounts for accurate invoicing through Zoho Books

Track outstanding balances and support payment follow-up

Assist with monthly coach revenue and billing reconciliation

Platforms G Systems Coordination

Support the effective operation of the academy’s business platforms including scheduling, CRM, billing and communication / messaging tools

Understand how operational data flows between systems

Monitor platform integrations and flag issues, bugs, inconsistencies, or disruptions

Coordinate with technology partners to resolve issues C fixes as needed

Technology, Platforms G Tools

Work confidently across the academy’s digital tools, including scheduling software, CRM systems, billing platforms, Excel, cloud storage tools, and Whats App communication

Maintain accurate operational data, records, and templates across

Regularly check system functionality and document issues clearly for follow-up

Support the use of workflow tools such as Figma or similar for process mapping and documentation

Process G Workflow Support

Support the documentation and improvement of operational workflows

Maintain process documentation and workflow diagrams where required

Ensure operational templates and communication standards are followed

Assist in improving processes as the academy grows

Candidate Profile:
Our Criteria

Highly organized and detail-oriented

Comfortable managing multiple tasks simultaneously

A confident and clear communicator

Professional, positive C 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

2–5 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