Role OverviewSeeking 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 players3. 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 PillarsPillar 1 — Scheduling & Capacity Management1. Daily Coach/court scheduling2. Slot utilization3. Waitlists & cancellations, & Makeup sessions4. Rescheduling & AdjustmentsPillar 2 — Customer Enquiries & Player Onboarding1. Handling enquiries & player requirements2. CRM pipeline & records, Player profiling3. Assessment & Trials4. Onboarding & EnrolmentPillar 3 — Daily Operations Coordination1. Parent, player communication and messaging2. Coach coordination3. Attendance tracking & billing recording4. Schedule adjustments & conflictsPillar 4 — Systems & Platform Management1. First Class Retention2. CRM records, Data accuracy3. Billing coordination4. Platform integrations & systemsPillar 5 — Process & Operational Workflow Control1. Process workflows documentation & improvements2. Workflow alignments3. Messaging templates4. Data flow disciplineCandidate 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 periodsRequirementsExperience & 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 serviceWorking 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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