Operations Executive

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• Regularly review records for missing, outdated, duplicate, or incorrect information.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.