Operations and Compliance Administrator (Aesthetic Clinics)

Location: Multi-Site (Head office + Clinic visits)

Reports to: Head of Operations

Job Purpose

The role is responsible for ensuring the smooth, compliant, and efficiently organized operation of all clinics by overseeing procurement, service and facility contracts, regulatory documentation, internal standards, reporting, and cross-department coordination. It plays a vital role in maintaining operational continuity, streamlining workflows, and supporting the delivery of a consistent, high-quality client experience across all locations.

Key Responsibilities

Procurement & Inventory Management

· Monitor, track, and forecast clinic consumable usage and proactively highlight discrepancies and variances.

· Liaise with suppliers to obtain quotations, negotiate preferential pricing, and maintain an approved vendor list.

· Coordinate with clinic managers and Finance to ensure timely requests, approvals, payments, and deliveries.

· Maintain accurate stock records and support monthly stock-take reconciliation.

· Organize and maintain procurement documentation, contracts, and invoices within shared drives and trackers.

Device & Service Contract Management

· Maintain a register of all medical and non-medical devices, including serial numbers, warranty periods, and service contract terms.

· Ensure all devices remain under valid warranty or service coverage, coordinate renewals ahead of expiry.

· Schedule Planned Preventative Maintenance (PPM) and repair callouts in coordination with clinic teams and suppliers.

· Track service visits, service reports, and associated costs and ensure issues are closed out in a timely manner.

· Coordinate with Finance to ensure service payments are processed on time.

· Maintain organized service documentation and records in the shared operations drive.

Facilities & External Contract Management

· Maintain a register of all external service providers (fire safety, pest control, medical waste disposal, laundry, HVAC, cleaning, IT support, security, and general maintenance).

· Source and evaluate suppliers, obtain quotations and negotiate preferential terms for approval.

· Ensure all clinics maintain valid and active coverage for fire safety certification, pest control, waste management, and other mandatory services.

· Coordinate scheduled service visits and callouts with clinic managers to minimize operational disruption.

· Track renewal dates, service reports, and compliance certificates, ensuring all renewals are completed ahead of expiry.

· Maintain organized documentation and supplier records in the shared operations drive.

Regulatory & Compliance Support

· Support clinic managers in maintaining compliance with DHA, DOH, and other regulatory standards.

· Assist with preparation, collation, and organization of documents for regulatory audits and inspections.

· Maintain updated SOPs, checklists, consent forms, and clinical documents; coordinate the retirement of outdated versions across clinics.

· Monitor and manage the renewal and application processes for company documents, including DED trade license renewals, establishment cards, medical malpractice certificates, MCC certificates and property insurance for all locations, in coordination with external agencies.

· Track renewal deadlines for clinic licenses, practitioner registrations, and device certifications, liaising with HR where required.

· Conduct periodic regulatory documentation checks and follow up on required actions.

Internal Standards & Audit Coordination

· Conduct regular internal audits focusing on documentation accuracy, treatment room standards, stock storage, and device log maintenance.

· Track findings and follow up with clinic managers to ensure corrective actions are completed within required timeframes.

· Maintain internal audit templates, operational standards, and shared checklists to ensure consistency across all locations.

· Support rollout and adoption of updated operational standards and SOP changes across clinic teams.

Reporting & Data Administration

· Extract operational and performance data from booking platforms, clinic systems, and internal trackers to produce daily, weekly, and monthly reports.

· Support preparation of dashboards and performance presentations for management review.

· Conduct data validation checks to ensure accuracy and highlight anomalies, inefficiencies, and performance trends.

Onboarding & Internal Coordination

· Coordinate with HR and IT to support onboarding of new clinic staff, including uniform orders, access setup, and device logins.

· Maintain staff equipment and access-key allocation records to ensure items are issued, returned, and tracked accurately.

· Coordinate courier bookings, transport and driver arrangements, and routine logistics between clinics and head office.

Communication & Version Control

· Act as a central coordination point between clinic teams, suppliers, and the operations department.

· Circulate operational updates, SOP revisions, and compliance reminders; ensure acknowledgements are recorded.

· Maintain shared drive folder structures to ensure all documents are current, accessible, and version controlled.

Continuous Process Improvement

· Identify bottlenecks, inefficiencies, and recurring issues in daily workflows.

· Recommend improvements to trackers, documentation processes, reporting formats, and communication flows.

· Support implementation of new operational procedures and ensure full understanding and adoption across clinic teams.

· Undertake additional tasks and responsibilities as required to support operational continuity and evolving business needs.

Skills & Experience Essential

· Strong organizational and administrative skills with the ability to structure and maintain accurate records.

· Proficient in Microsoft Excel; comfortable working with data, trackers, and reports.

· Strong verbal and written communication skills, with the ability to communicate clearly across teams and with external suppliers.

· Ability to manage multiple priorities and coordinate work across several locations.

· High attention to detail, accuracy, and documentation discipline.

· Ability to follow structured processes and maintain version control across shared files and SOPs.

· Confident in liaising with suppliers, clinic teams, and other support departments (HR, IT, Finance).

Preferred

· Previous experience in clinic, healthcare, hospitality, retail operations, procurement, or facilities coordination.

· Experience negotiating pricing, quotes, or service terms with vendors/suppliers.

· Familiarity with medical device servicing schedules, PPM planning, or maintenance coordination.

· Understanding of regulatory frameworks (DHA / DOH) or willingness to learn compliance standards quickly.

· Experience working in a multi-site environment with central operations support structures.

Key Competencies

· Accountability & Ownership: Takes responsibility for follow-through and completion.

· Proactive Problem-Solving: Anticipates issues, flags gaps, and finds practical solutions.

· Organizational Discipline: Maintains structured records, trackers, and documentation standards.

· Communication & Coordination: Clear communicator who keeps stakeholders informed.

· Supplier & Stakeholder Management: Maintains professional, consistent supplier relationships.

· Process Consistency: Ensures standardization and adherence to operational SOPs.

· Data Accuracy & Integrity: Ensures reporting and documentation are precise and reliable.

· Confidentiality & Discretion: Handles clinic, client, and staff information appropriately.

· Adaptability: Able to adjust to evolving operational priorities across multiple locations.

Why Join Us

· Be part of a dynamic and expanding international clinic group.

· Work closely with cross-functional teams across Operations, HR, and Compliance.

· Contribute directly to the continuous improvement of operational excellence.

· Enjoy a collaborative, fast-paced environment that values initiative and growth.

Job Type: Full-time

Pay: AED7,000.00 - AED10,000.00 per month

Application Question(s):

• Have you handled expiry tracking for healthcare professional and facility licenses, devices, or service contracts?
• Have you managed procurement or vendor coordination for consumables, medical devices, or clinic supplies?
• Do you have experience managing regulatory documents, SOPs, consent forms, or compliance trackers?

Education:

• Bachelor's (Required)

Experience:

• supporting DHA, DOH regulatory compliance: 2 years (Required)
• healthcare or medical facility: 2 years (Required)

Location:

• Dubai (Required)