Operations & Scheduling Executive - Pillars

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