Operations & Scheduling Executive - Main

Role Overview 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 Core Responsibilities 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 WhatsApp, 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 WhatsApp 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 Requirements 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 Experience G Skills 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