Designation: Operations Executive

Department: Operations

Reports To: CEO / Head of HR & FinOps

Location: Chennai

Employment Type: Full-time / On-site

Job Purpose:

The Operations Executive is responsible for ensuring smooth and timely operational onboarding of newly enrolled students and maintaining efficient day-to-day administrative and operational processes.

The role requires a proactive, detail-oriented, and coordination-focused approach, with particular emphasis on maintaining accurate records, monitoring communication, identifying issues early, and ensuring a smooth and positive experience for students and parents.

Key Roles and Responsibilities:

1.Student Operational Onboarding

Receive the completed student handover from the BDE/Sales Team and verify that all required information and documents are available.
Stay updated on all new student enrollments and joining students and ensure that every student is accounted for in the onboarding process.
Verify student registration details, payment information, Demo Report, batch details, and other relevant onboarding information.
Create/add the student to the appropriate WhatsApp communication group and send onboarding information to the parent/student.
Share the assigned coach's contact details with the parent/student wherever applicable.
Ensure the student's platform access and required details are correctly updated.
Ensure that no student onboarding activity remains pending without appropriate follow-up.

2.Coach Coordination:

Share complete new-student information with the assigned coach before the student's first class.
Coordinate with coaches regarding new student joining, batch allocation, schedules, and operational requirements.
Follow up on any missing information or requirements affecting the student's class readiness.
Escalate unresolved coach-related operational issues to the appropriate team.

3.Student Records & Database Management

Maintain accurate and updated student records in the designated systems and databases.
Ensure all required student information is updated promptly following enrollment or any subsequent change.
Ensure consistency of information across operational platforms.
Regularly review records for missing, outdated, duplicate, or incorrect information.
Maintain proper documentation and ensure records are easily accessible when required.
Maintain confidentiality of student, parent, employee, and organizational information.

4.Platform & System Management

Create and maintain student profiles on the Time2Chess Platform and other relevant systems.
Assign and maintain correct Platform IDs and student details.
Ensure students are appropriately mapped to their coaches, batches, and schedules.
Coordinate with the relevant technical/platform team in case of login, access, or system-related issues.
Ensure required operational data is updated across relevant platforms.
Identify discrepancies between different systems and coordinate for timely correction.

5.Administrative Operations

Act as a point of contact for day-to-day center-related operational issues, both online and offline.
Coordinate with internal teams to resolve operational issues affecting students, parents, coaches, or the center.
Maintain and update operational records and documentation.
Ensure timely availability of student attendance, leave records, batch details, and class schedules.

6.Attendance, Batch & Schedule Management

Maintain updated records of student attendance, leaves, batch allocation, and class schedules.
Coordinate with coaches and relevant teams regarding schedule changes, student absences, leaves, and batch changes.
Ensure that changes to batches, coaches, schedules, or student status are promptly reflected in the relevant systems.
Monitor operational schedules and identify potential conflicts or gaps.
Escalate scheduling issues that may impact the student experience.

Skills & Competencies

Strong organizational and coordination skills.
Excellent attention to detail and accuracy.
Good communication and interpersonal skills.
Ability to coordinate effectively with parents, students, coaches, and internal teams.
Strong multi-tasking, follow-up and problem-solving skills.
Ability to identify discrepancies and operational gaps proactively.
Good working knowledge of Google Sheets / MS Excel, CRM systems, WhatsApp, and online platforms.
Strong documentation and record-keeping skills.
Professional and customer-focused approach.

Qualification & Experience

Education:

Bachelor's degree in Business Administration, Operations, Management, Commerce, or any relevant discipline preferred.

Experience:

Freshers can apply
1–3 years of experience in operations, administration, customer support, education operations, or a similar role is an added advantage
Experience in an educational institution, edtech organization, school, academy, or service-oriented organization will be an advantage.

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