Job Title: Operations & Administration Manager
Location: Kochi, Kerala
Organization: Activbase Sports & Orthopaedic Rehabilitation Centre
About Activbase
Activbase is a premium sports medicine, orthopaedic rehabilitation, physiotherapy, fitness and recovery centre based in Kochi. We combine evidence-based rehabilitation, advanced technology, scientifically designed fitness programs and world-class recovery facilities to help people rise above pain and perform at their best.
As we continue to expand, we are looking for an experienced Operations & Administration Manager who can ensure seamless day-to-day operations while driving efficiency, accountability and service excellence across the organization.
Role Summary
The Operations & Administration Manager will be responsible for the overall administration and operational efficiency of Activbase. This role requires a highly organized, disciplined and proactive individual capable of managing people, systems, processes and business operations while working directly with the Managing Partner and Board.
The ideal candidate is someone who enjoys solving operational problems, implementing systems, improving productivity and ensuring every department performs at its highest level.
Key ResponsibilitiesOperations Management
- Oversee daily operations across all departments.
- Ensure smooth functioning of clinical, rehabilitation, fitness and front-office operations.
- Develop, implement and improve Standard Operating Procedures (SOPs).
- Identify operational bottlenecks and implement corrective measures.
- Coordinate between departments to ensure seamless patient experience.
Administration
- Manage administration, infrastructure and facility maintenance.
- Supervise housekeeping, security, vendors and support staff.
- Ensure proper maintenance of equipment and facilities.
- Maintain inventory of consumables, medical supplies and office requirements.
- Coordinate vendor negotiations and annual maintenance contracts.
Team Management
- Supervise administrative and operational staff.
- Monitor employee attendance, punctuality and discipline.
- Conduct regular performance reviews.
- Ensure departmental accountability and timely execution of assigned responsibilities.
- Foster a culture of ownership, professionalism and continuous improvement.
Business Operations
- Monitor daily operational KPIs.
- Prepare daily, weekly and monthly management reports.
- Track productivity across departments.
- Improve workflow efficiency and resource utilization.
- Ensure compliance with organizational policies.
Financial Coordination
- Coordinate with Accounts regarding payments, collections and operational expenses.
- Monitor operational budgets.
- Identify areas of unnecessary expenditure.
- Ensure cost-effective resource utilization.
Patient Experience
- Ensure exceptional customer service throughout the patient journey.
- Resolve escalated customer concerns promptly.
- Monitor patient feedback and implement improvements.
- Ensure high standards of hospitality and professionalism.
Compliance
- Ensure compliance with healthcare regulations and internal policies.
- Maintain documentation required for audits.
- Ensure operational safety and quality standards.
Strategic Support
- Work closely with the Managing Partner and Board Members.
- Execute strategic initiatives.
- Coordinate new projects, branch expansion and organizational development initiatives.
- Participate in management meetings and present operational updates.
Required Qualifications
- Bachelor's Degree in Business Administration, Hospital Administration, Healthcare Management or related field.
- MBA or Master's degree is preferred.
- 5+ years of experience in operations or administration.
- Experience in hospitals, healthcare, rehabilitation centres, fitness chains or hospitality is highly desirable.
Required Skills
- Excellent leadership and people management skills
- Strong organizational ability
- Problem-solving mindset
- High level of accountability
- Decision-making ability
- Excellent communication skills
- Vendor management
- Team coordination
- Documentation and reporting
- Operational planning
- Time management
- Microsoft Excel and reporting proficiency
Desired Qualities
We are looking for someone who:
- Leads by example.
- Takes complete ownership of responsibilities.
- Can independently manage operations with minimal supervision.
- Is disciplined, ethical and highly dependable.
- Thinks strategically while executing operational details.
- Maintains confidentiality and professionalism.
- Thrives in a fast-paced environment.
Key Performance Indicators (KPIs)
- Operational efficiency
- Patient satisfaction
- Staff productivity
- Process compliance
- Cost optimization
- Facility maintenance standards
- Timely reporting
- Inventory accuracy
- Employee discipline and attendance
- Vendor management effectiveness
Reporting Structure
Reports To: Managing Partner & Board of Directors
Works Closely With:
- Clinical Team
- Physiotherapists
- Fitness Department
- Accounts Department
- Sales & Marketing Team
- Front Office
- Vendors & External Partners
What We Offer
- Opportunity to work with one of Kerala's leading sports rehabilitation and performance centres.
- A dynamic and collaborative work environment.
- Exposure to healthcare, sports medicine and business operations.
- Leadership role with significant responsibility and career growth.
- Competitive salary based on experience and capabilities.
If you are an operations professional who enjoys building systems, leading teams and creating operational excellence, we invite you to join Activbase and help us redefine rehabilitation, fitness and recovery.
Pay: ₹50,000.00 - ₹100,000.00 per month
Work Location: In person
