We need an Operations & Scheduling Executive,
Job Information
Date Opened
03/11/2026
Job Type
Full time
Job Opening Status
In-progress
Work Experience
3–5 years’ experience in operations, scheduling, or service coordination roles
Industry
Sports and Physical Recreation
City
Muscat
State/Province
Masqat
Country
Sultanate of Oman
Zip/Postal Code
0000
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
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