Assistant Manager

Expert Trainers Academy; Hyderabad; On-site; INR 700,000 - 1,100,000; Full time

Job summary

Expert Trainers Academy is seeking an Operations Manager to oversee daily operations, drive team performance, and monitor enquiries, admissions, and sales across channels.

The role requires strong leadership, planning, and reporting skills, with a focus on maintaining process discipline and a high level of service to students and staff.

Qualifications

• Bachelor's degree in Business Administration, Management, Commerce, Human Resources, Operations, or a related discipline.
• Demonstrable experience in supervising or coordinating teams, preferably involving 20+ employees.

Responsibilities

• Oversee daily operations and ensure smooth functioning across departments.
• Monitor enquiries, admissions, payments, and conversion targets.
• Prepare and present management reports and dashboards.
• Coordinate with trainers, marketing, and admin teams to meet targets.
• Support Managing Director with priority follow-ups and confidentiality.

Skills

Leadership

Delegation

Coordination

People management

Communication

Analytical

Reporting

Problem-solving

Organizational skills

Education

Bachelor's degree in Business Administration/Management/Commerce/HUMAN RESOURCES/Operations

Tools

MS Excel

CRM

LMS

MIS

ERP

Google Workspace

Job description

Key Responsibilities

1. Daily Operations Management

• Oversee and monitor the smooth functioning of daily office operations.
• Ensure employees follow established organisational procedures, working hours, reporting structures, and operational standards.
• Identify operational delays, gaps, or recurring problems and take appropriate corrective action.
• Maintain effective coordination between different departments.
• Ensure management instructions are properly communicated and implemented.
• Support the Managing Director in executing operational priorities.

2. Team Management & Employee Performance

• Supervise and coordinate the daily activities of employees across departments.
• Allocate responsibilities and establish clear deadlines for assigned tasks.
• Conduct regular follow-ups and ensure completion of work within agreed timelines.
• Monitor employee attendance, punctuality, discipline, productivity, and professional conduct.
• Identify underperformance and report significant concerns to management.
• Encourage accountability, teamwork, professionalism, and a positive workplace culture.
• Assist management with employee performance reviews and improvement plans.
• Handle routine staff concerns and elevate serious matters appropriately.
• Coordinate departmental meetings and follow up on agreed action points.

3. Enquiries, Admissions & Sales Monitoring

• Monitor incoming enquiries across phone, WhatsApp, website, social media, and other channels.
• Ensure enquiries are assigned promptly to the appropriate employees.
• Track follow-ups, counselling activities, applications, admissions, payments, and pending leads.
• Monitor individual and departmental sales/admission targets.
• Review lead conversion performance and identify reasons for lost or inactive leads.
• Ensure prospective students receive timely and professional responses.
• Prepare daily, weekly, and monthly enquiry, admission, payment, and conversion reports.

4. Marketing & Social Media Performance Monitoring

• Coordinate with the marketing and social media teams regarding campaigns and promotional activities.
• Monitor campaign performance, enquiries generated, engagement, reach, leads, and conversions.
• Track the effectiveness of different marketing channels.
• Ensure leads generated through campaigns are properly recorded, distributed, and followed up.
• Coordinate with the team regarding content schedules and campaign requirements.
• Report significant marketing performance trends to management.

5. Student Operations & Support

• Monitor the student journey from admission through training, assessment, certification, and completion.
• Track student attendance, pending documentation, assessments, payments, and certification requirements.
• Monitor student complaints, feedback, and service-related concerns.
• Ensure student issues are assigned to the responsible department and resolved within appropriate timelines.
• Escalate serious or unresolved student concerns to management.
• Maintain high standards of student communication and service.

6. Trainer & Training Coordination

• Coordinate with trainers and training coordinators regarding upcoming and ongoing batches.
• Monitor batch schedules, trainer availability, student attendance, and programme progress.
• Ensure trainers receive required schedules, student information, and operational instructions.
• Identify scheduling conflicts or training-related issues and resolve them promptly.
• Monitor cancelled, postponed, or rescheduled sessions and ensure students are informed appropriately.
• Maintain effective communication between trainers, coordinators, students, and management.

7. Assessments, Certification & Documentation

• Monitor assessment submissions, pending assessments, results, and student completion requirements.
• Track certificate processing and ensure unnecessary delays are avoided.
• Maintain records of pending student documents and certification requirements.
• Coordinate with responsible employees to ensure accurate student records.
• Conduct periodic checks to ensure operational documentation is complete and properly maintained.
• Maintain confidentiality and accuracy when handling organisational and student information.

8. Task Allocation & Follow-Up

• Maintain a structured system for departmental and employee task allocation.
• Establish responsibilities, priorities, and completion deadlines.
• Follow up systematically instead of waiting for departments to provide updates.
• Maintain records of completed, pending, delayed, and overdue activities.
• Escalate repeated delays or non-compliance to senior management.
• Ensure important management instructions are tracked until final completion.

9. Management Reporting & MIS

• Prepare clear daily, weekly, and monthly operational reports for management.
• Develop dashboards covering enquiries, admissions, revenue, collections, employee performance, marketing leads, conversions, student issues, batches, assessments, and certificates.
• Present important operational problems together with recommended solutions.
• Maintain accurate MIS records and performance trackers.
• Provide management with reliable information to support decision-making.

10. Process Improvement & Quality Control

• Review existing workflows and recommend improvements to increase productivity.
• Identify unnecessary delays, duplication of work, communication gaps, and inefficient processes.
• Help establish SOPs, checklists, trackers, reporting formats, and accountability systems.
• Monitor whether established processes are being followed consistently.
• Support continuous improvement across administration, admissions, training, marketing, and student services.

11. AI, Technology & Digital Productivity

• Use ChatGPT and other AI tools responsibly to improve reporting, documentation, communication, analysis, and productivity.
• Use MS Excel/Google Sheets for tracking, reporting, and basic performance analysis.
• Support implementation of CRM, LMS, task-management, and other digital systems where applicable.
• Encourage employees to use approved digital tools efficiently.
• Identify opportunities to automate repetitive administrative and reporting activities.

12. Management Support & Confidentiality

• Assist the Managing Director with operational follow-ups and priority assignments.
• Handle sensitive organisational, employee, financial, and student information professionally.
• Maintain strict confidentiality regarding management decisions and internal matters.
• Follow up on instructions issued by senior management and provide progress updates.
• Represent management professionally when coordinating witRole & responsibilities

Preferred candidate profile

• Bachelor's degree in Business Administration, Management, Commerce, Human Resources, Operations, or a related discipline.
• 3-6 years of relevant professional experience in operations, administration, team management, education, training, corporate services, or a similar environment.
• Demonstrable experience in supervising or coordinating teams, preferably involving 20+ employees.
• Previous experience in a training institute, education organisation, MNC, corporate office, EdTech company, or professional services organisation will be preferred.
• Strong leadership, delegation, coordination, and employee-management abilities.
• Strong follow-up skills with the ability to ensure tasks reach completion.
• Excellent verbal and written communication skills.
• Strong analytical, reporting, organisational, and problem-solving abilities.
• Good command of MS Excel, Word, PowerPoint, Google Sheets, Google Docs, and Google Workspace.
• Working knowledge of ChatGPT and modern AI/productivity tools.
• Experience with CRM, LMS, MIS, ERP, or task-management software will be an advantage.
• Ability to manage multiple departments and priorities simultaneously.
• Ability to work under deadlines without compromising accuracy.
• Strong professional ethics and ability to handle confidential information.
• Candidates residing in or near Malakpet, Hyderabad, will be preferred.