Operations & Scheduling Executive - Pillars
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 RoleThe 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.
- Daily Coach/court scheduling
- Slot utilization
- Waitlists & cancellations, & Makeup sessions
- Rescheduling & Adjustments
- Handling enquiries & player requirements
- CRM pipeline & records, Player profiling
- Assessment & Trials
- Onboarding & Enrolment
- Parent, player communication and messaging
- Coach coordination
- Attendance tracking & billing recording
- Schedule adjustments & conflicts
- First Class Retention
- CRM records, Data accuracy
- Billing coordination
- Platform integrations & systems
- Process workflows documentation & improvements
- Workflow alignments
- Messaging templates
- Data flow discipline
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
- 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
- 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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