Admin cum Facility Manager

We are looking for an organised, reliable, and proactive Admin & Facility Manager to oversee the daily operations of our aesthetic and wellness clinic. This role ensures the clinic operates smoothly in areas like administration, facility management, staff coordination, patient experience, compliance, and operational efficiency.

This person will be the backbone of the clinic. They will make sure every system runs well so that the doctors and therapists can focus entirely on patient care.

Key Responsibilities

1. Clinic Operations Management

Oversee the daily workflow across reception, treatment rooms, patient flow, and overall clinic functioning.

Ensure smooth coordination between doctors, therapists, and support staff.

Handle escalations and quickly resolve day-to-day operational issues.

Make sure the clinic is ready before opening and properly closed at the end of the day.

2. ManagE Maintenance and Facility Oversight to Ensure Cleanliness, Hygiene, and Safety Throughout Clinic.

Supervise Housekeeping Personnel to ensure timely completion of cleaning of treatment rooms, public/common areas, machinery, utilities, and other areas throughout clinic.

Coordinate all necessary repairs, service, pest control, AC/lighting issues, machine maintenance with outside Vendors.

MaintainS all Logs for servicing and/or calibration of medical equipment.

3. Staff Coordination and Supervision

Oversee the following aspects of all Front Desk Staff, Therapists, Housekeeping Personnel, and Helpers:

Schedules, Attendance, Grooming Compliance, and Frontier Staff Discipline.

Facilitates Training of New Staff on Procedures, Protocols, and Patient Interactions.

Provides Regular Staff Briefings and Implemented a System of Checklists and Audit to Ensure Adherence to Standard Operating Procedures.

4. Manages Administration and Documentation on a Daily Basis

Maintains Daily Checklists of all Treatment Rooms, Treatment Machines, Consumables Used, and all Safety Protocols.

Ensures Accuracy of Documentation for Patient Consent Forms, Patient Files, Billing Records, and all Internal Logs.

Ensures Compliance with all Medical Waste Disposal Guidelines

5. Monitores Inventory Levels for All Consumables, Disposables, Medicines, Skin Care Products, and Supply Items for the Clinic and Prepared to Plan for and Negotiate with Vendors on All Purchase Orders and Deliver Cost-Efficient Purchases and maintained Accurate Inventory and Preventively Monitored for Shortages or Waste.

6. Financial and Operational Tracking to Manage Petty Cash, Vendor Bills, and all Related Expense Logs, and Assist in Completing Daily Billing Reconciliation, Monthly Revenue Reporting, and Revenue Target Tracking, while Ensuring All Operations Spending is Transparent and Accountable.

7. Manages Customer Experience

Ensures that all Clients Have a Consistent and Seamless Experience, Beginning with their Check-In through to their Check-Out.

Assists Clients in Resolving Issues/Disputes.

Job Type: Full-time

Pay: ₹20,000.00 - ₹30,000.00 per month

Ability to commute/relocate:

• Kalyani Nagar, Pune, Maharashtra: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Preferred)

Experience:

• total work: 2 years (Required)

Language:

• English (Preferred)

Work Location: In person