Studio Operations Executive

Location: coursesindoha studio, Marina District, Lusail
Role type: Full-time
Gender requirement: Female, due to the women-focused and child-focused studio environment
Reports to: Studio Manager / Founder

About coursesindoha

coursesindoha is a creative learning studio based in Lusail Marina. We run structured creative programs in art, fashion, sewing, crochet, embroidery, painting, camps, and private learning support.

Our studio is built around guided practice, small group learning, mentor-led sessions, and a warm, organized environment for children, teens, and adult women.

We are looking for a Studio Operations Executive who can manage the daily running of the studio and make sure every session is delivered smoothly, professionally, and with care.

Role overview

The Studio Operations Executive will be responsible for the daily coordination of members, parents, mentors, schedules, materials, session flow, and studio quality.

This is not a desk-only admin role. The person must be active on the studio floor, communicate clearly with parents and members, support mentors, solve daily issues, and make sure every course, camp, or session runs according to coursesindoha standards.

The ideal candidate is organized, calm, responsible, good with children and parents, and able to manage many moving parts at the same time.

Key responsibilitiesMember and parent coordination

• Welcome members and parents when they arrive at the studio.
• Confirm attendance before each session.
• Follow up with absent members or parents.
• Share session reminders, schedule updates, location details, and onboarding messages.
• Support new members during their first session and help them settle into the studio.
• Coordinate with parents regarding timings, pick-up, delays, missed sessions, and general questions.
• Keep member records updated, including attendance, course batch, age group, payment status, and special notes.
• Handle parent concerns in a calm and professional way.
• Escalate serious complaints, safety matters, or refund-related issues to management.
• Make sure every member feels cared for, noticed, and supported.

Session and schedule coordination

• Check the daily session schedule before the studio opens.
• Confirm which mentors are teaching each session.
• Make sure the correct room, tools, materials, and setup are ready before members arrive.
• Monitor session start and end times.
• Coordinate room changes, batch updates, private sessions, and cover-up sessions when needed.
• Keep the studio calendar updated.
• Support the team with batch start dates, end dates, registration deadlines, and public holiday adjustments.
• Make sure members are guided to the correct room and mentor.
• Help maintain smooth transitions between back-to-back sessions.

Mentor and trainer coordination

• Coordinate daily with mentors about their session plans, attendance, materials, and member progress.
• Make sure mentors arrive on time and are ready before sessions begin.
• Share member information with mentors when needed, such as age, level, language needs, or parent notes.
• Track mentor attendance, delays, cancellations, and replacement needs.
• Help mentors with basic operational support, such as printing, materials, setup, and room preparation.
• Collect session updates from mentors after each session.
• Follow up on pending projects, incomplete work, member difficulties, and class behavior concerns.
• Report repeated mentor issues to management, including poor preparation, delays, low engagement, or parent complaints.

Quality control

• Observe sessions regularly to check if the studio standard is being followed.
• Make sure mentors are teaching according to the course plan and session objective.
• Check whether members are completing the expected projects and outcomes.
• Monitor whether members are engaged, safe, and properly guided.
• Make sure the session environment is calm, respectful, and structured.
• Identify when a member is struggling and inform the mentor or management.
• Collect parent and member feedback after key sessions.
• Maintain quality checklists for sessions, mentors, room setup, cleanliness, and materials.
• Support mini showcases, final project displays, certificates, photos, and portfolio documentation where required.
• Make sure coursesindoha’s learning experience feels organized, warm, and professional.

Studio floor operations

• Open and prepare the studio before sessions.
• Check that rooms are clean, organized, and ready.
• Make sure tools and materials are available before each session.
• Coordinate with cleaning/support staff to maintain the studio condition.
• Keep the reception and waiting area presentable.
• Monitor member movement inside the studio.
• Make sure children are not left unattended before or after sessions.
• Support safe pick-up and drop-off procedures.
• Keep storage areas, materials, and supplies organized.
• Report maintenance issues, damaged tools, missing materials, or safety concerns.
• Ensure the studio is closed properly at the end of the day.

Materials and inventory coordination

• Prepare required materials for each course, camp, or private session.
• Maintain a simple inventory of key materials such as fabric, yarn, paint, paper, embroidery supplies, sewing tools, and general craft items.
• Inform management before materials run out.
• Support purchasing requests and supplier coordination when needed.
• Avoid wastage by tracking usage across sessions.
• Make sure members receive the correct materials included in their program.
• Keep shared tools clean, counted, and returned after sessions.

Admissions and onboarding support

• Support the course advisor or sales team after a member has confirmed enrollment.
• Check that registration forms are completed.
• Confirm batch, timing, age group, and payment status before the first session.
• Send welcome messages and first-session instructions.
• Make sure parents understand the schedule, location, arrival time, and studio rules.
• Prepare member lists for each batch.
• Support onboarding for camps, courses, and private sessions.
• Coordinate certificates or completion records at the end of programs.

Communication and reporting

• Maintain clear daily communication with management, mentors, parents, and internal team members.
• Prepare simple daily or weekly operation reports.
• Report attendance, complaints, session issues, mentor delays, material shortages, and parent feedback.
• Keep WhatsApp and internal communication organized.
• Make sure information is not missed between sales, studio, mentor, and management teams.
• Follow coursesindoha’s communication tone: clear, respectful, calm, and professional.

Real daily tasks

On a normal studio day, the Studio Operations Executive may need to:

• Check today’s sessions and mentor schedule.
• Prepare attendance lists.
• Confirm materials are ready for each room.
• Welcome members and parents.
• Mark attendance.
• Help a new child settle into the studio.
• Inform a parent about a missed session.
• Support a mentor who needs extra materials.
• Check if the session started on time.
• Observe whether members are engaged and safe.
• Take note of completed projects.
• Update the parent if a child struggled or needs support.
• Arrange a cover-up session request.
• Check the studio before the next batch arrives.
• Update the daily report before leaving.

Requirements

• Female candidate.
• Previous experience in studio operations, education operations, training center coordination, customer service, school administration, kids’ activity center, or hospitality operations.
• Strong communication skills in English.
• Arabic is an advantage.
• Good with children, teens, parents, and adult women.
• Able to stay calm under pressure.
• Strong follow-up and coordination skills.
• Organized, detail-oriented, and responsible.
• Comfortable using WhatsApp, Google Sheets, Google Calendar, basic CRM tools, and shared documents.
• Able to manage schedules, attendance, and daily operational checklists.
• Must be presentable, polite, and professional.
• Must be comfortable working on the studio floor, not only behind a desk.

Preferred experience

• Experience in a school, nursery, learning center, creative studio, kids’ activity center, or women-focused service business.
• Experience coordinating trainers, teachers, or freelancers.
• Experience handling parents and student/member communication.
• Basic understanding of creative programs such as art, craft, fashion, sewing, crochet, or painting is helpful but not mandatory.

Key skills

• Studio coordination
• Parent and member communication
• Trainer coordination
• Schedule management
• Attendance tracking
• Quality control
• Problem solving
• Customer service
• Team coordination
• Inventory and materials management
• Calm handling of complaints
• Strong follow-up

Performance expectations

The person in this role will be expected to:

• Keep sessions running on time.
• Reduce parent complaints through better coordination.
• Maintain accurate attendance and member records.
• Support mentors so they can focus on teaching.
• Make sure materials and rooms are ready before every session.
• Improve the overall member experience.
• Maintain a clean, safe, and organized studio.
• Report issues early before they become bigger problems.
• Help coursesindoha deliver a consistent, high-quality studio experience.

Success measures

Success in this role will be measured by:

• Sessions starting on time.
• Accurate attendance and batch records.
• Positive parent and member feedback.
• Fewer missed communication issues.
• Smooth mentor coordination.
• Well-prepared rooms and materials.
• Clean and organized studio areas.
• Fast response to operational issues.
• Strong follow-up after complaints or absences.
• Clear daily and weekly reporting.

Who this role is for

This role is suitable for someone who enjoys managing people, schedules, and daily operations in a busy learning environment.

It is best for someone who can move between reception, studio rooms, parents, mentors, and management with confidence and care.

The right candidate should be warm with members, firm with operations, respectful with parents, and reliable with follow-up.

How to apply

Interested candidates can send their CV to:

members@coursesindoha.com

Please mention:

Application for Studio Operations Executive

Job Types: Full-time, Contract
Contract length: 24 months

Pay: QAR3,500.00 - QAR5,000.00 per month

Experience:

• Operational : 3 years (Required)

Language:

• English (Required)

Location:

• Doha (Required)

Work Location: In person Fenake