Operations Executive

JOB DESCRIPTION Position: Operations Executive Department: Operations Location: Head Office – Champions Academy Reports To: Head of Operations About Champions Academy:Champions Academy is a leading institute dedicated to JEE and NEET preparation, with multiple centers across Mumbai and Pune. The institution is driven by a commitment to excellence, discipline, and result-oriented operations. The Operations Executive plays a vital role in ensuring coordination, process adherence, and smooth functioning across all departments — Academics, Sales, Admin, and Accounts. Position Overview:The Operations Executive is a pivotal role responsible for managing, monitoring, and streamlining all operations at the Head Office level. The ideal candidate must be dynamic, analytical, and highly responsible — capable of coordinating multiple teams, ensuring accountability, maintaining data integrity, and facilitating efficient inter-departmental communication. Key Responsibilities 1. Head Office Coordination & Administration Act as the central coordinator for all Head Office departments — Accounts, Admin, Academics, and Sales. Ensure timely completion of assigned tasks by team members, maintaining accountability and quality control. Track inter-departmental deliverables and follow up proactively to prevent delays. Maintain structured documentation, trackers, and performance reports for management review. Support the Head of Operations in daily monitoring, communication, and workflow alignment. 2. CAC (Centre Academic Coordinator) Coordination Act as the primary liaison from the Head Office for all CACs across Mumbai and Pune centers. Monitor and transcribe call recordings from CACs and compile daily reports for performance review. Maintain CAC daily work reports, track performance, and follow up on academic and operational tasks. Coordinate with CACs for academic queries, AIR picture submissions, Abhyaas updates, and issue resolution. Ensure adherence to academic processes, timely report submissions, and consistency in service quality. 3. Academic Operations & Result Compilation Supervise result compilation for monthly, quarterly, and annual assessments across branches. Verify data accuracy, coordinate with the MIS and DTP teams, and support backend result processing. Assist in tracking student progress and academic performance reporting. Handle student and parent onboarding through app registration, Google Form follow-ups, and communication coordination. 4. Sales & CRM Coordination Sales Team Supervision (Pune): Monitor Pune sales team activities, including call performance, data utilization, and lead conversion tracking. Guide the team in improving call quality and achieving conversion targets. Lead Distribution & Management: Allocate leads from multiple sources (social media campaigns, inbound calls, and marketing events) to relevant teams or branches for optimized conversions. Manage lead assignment through Cratio CRM and Google Sheets, ensuring data accuracy and timely follow-up. Admissions Tracking: Collaborate with the counselor team to generate and analyze admission conversion and fee collection reports. Track pending leads and ensure consistent follow-ups through structured reports. CRM Management: Oversee the Cratio CRM system, ensuring proper data management, lead tagging, and timely updates. Support BDAs in CRM navigation, lead tracking, and real-time reporting. 5. Data & Reporting Management Maintain and manage operational datasets related to academics, sales, leads, and performance metrics. Coordinate with departments to ensure timely and accurate reporting. Create and share regular team performance reports for management review. Support real-time sales and academic reporting with data verification and structured analysis. Display strong proficiency in Microsoft Excel and data tools to maintain clean, accurate, and reliable datasets. 6. Creative, Inventory & Vendor Management Creative Coordination: Collaborate with the design and marketing teams to fulfill creative material requirements and support social media campaign planning. Inventory Management: Oversee inventory records of marketing materials, student uniforms, and operational supplies. Ensure timely dispatch and replenishment. Vendor Management: Handle vendor coordination, procurement, and payment tracking for marketing and sales collateral, maintaining accurate records of all transactions. 7. Technical & Operational Support Provide backend operational support to the MIS and DTP teams, especially during result compilation and report generation. Assist with resolving day-to-day technical and operational issues impacting workflow at the Head Office or branch level. Required Skills & Competencies Advanced proficiency in Microsoft Excel (Pivot Tables, VLOOKUP, Data Validation, Dashboards). Prior experience using CRM platforms (preferably Cratio or similar systems). Strong analytical, logical reasoning, and problem-solving skills. High sense of ownership, accountability, and task completion. Excellent communication, coordination, and reporting abilities. Adaptable, organized, and proactive in managing multiple tasks simultaneously. Capable of working independently while maintaining collaboration across teams. Qualifications & Experience Graduate or Postgraduate in Business Administration, Operations, or Management-related field. 3–5 years of experience in Operations, Coordination, or Administrative Management (education sector preferred). Working Hours Monday to Saturday: 10:00 AM – 7:00 PM Flexibility required during key academic or operational periods. Ideal Candidate Attributes Reliable, responsible, and performance-driven professional, with the ability to manage diverse teams. Strong leadership and follow-up skills with attention to detail.