Job Title: Clinic Manager / Clinic Operations Manager
Department: Operations
Location: Pune
Position Type: Full Time – On Site
Reporting To: COO / Operations Head
About the Company
The Exotics Vet is a leading specialty veterinary healthcare provider dedicated to delivering advanced diagnostics, specialty consultations, surgeries, and compassionate animal care. We specialize in the treatment and care of exotic pets, avian species, reptiles, small mammals, and companion animals through modern veterinary practices and a highly skilled clinical team.
Our specialty services include:
- Exotic Animal Medicine & Surgery
- Avian Medicine
- Reptile & Amphibian Care
- Small Mammal Care
- Veterinary Ophthalmology
- Advanced Specialty Veterinary Services
We are committed to delivering exceptional veterinary care, operational excellence, client satisfaction, and the highest standards of animal welfare.
Job Summary
The Clinic Manager will be responsible for overseeing the complete non-clinical operations of the veterinary specialty clinic. The role involves managing clinic administration, staff coordination, client experience, operational efficiency, SOP implementation, vendor management, compliance, reporting, and facility operations.
The ideal candidate should possess strong leadership skills, operational discipline, multitasking ability, and a customer-centric mindset to ensure smooth clinic functioning and exceptional service delivery.
Key Responsibilities
Clinic Operations Management
- Manage the day-to-day operations of the clinic.
- Ensure smooth patient flow, appointment scheduling, and front office coordination.
- Monitor clinic opening and closing procedures.
- Ensure operational readiness of consultation rooms, operation theatre, diagnostics, pharmacy, and reception areas.
- Coordinate effectively with veterinarians, technicians, front office staff, housekeeping, and vendors.
- Maintain seamless workflow across all departments.
Team Leadership & Staff Management
- Supervise front office executives, coordinators, housekeeping, security, and support staff.
- Prepare staff duty rosters and shift schedules.
- Monitor attendance, grooming, discipline, and performance.
- Conduct regular team meetings, operational briefings, and performance reviews.
- Support recruitment coordination, onboarding, and staff training activities.
- Promote a culture of accountability, collaboration, professionalism, and compassion.
Client Experience & Service Excellence
- Ensure excellent customer service and client satisfaction at all times.
- Handle escalations, complaints, and service recovery professionally.
- Maintain a warm, empathetic, and professional clinic environment.
- Monitor client feedback and implement service improvement initiatives.
- Ensure high standards of patient and client experience throughout the clinic journey.
SOP Implementation & Quality Management
- Develop, implement, and monitor Standard Operating Procedures (SOPs).
- Ensure adherence to hygiene, safety, infection control, and operational standards.
- Conduct regular operational audits and quality checks.
- Support continuous improvement initiatives and operational efficiency.
- Ensure compliance with internal quality standards and accreditation requirements.
Inventory, Vendor & Facility Management
- Monitor stock levels of medicines, consumables, surgical supplies, and housekeeping materials.
- Ensure timely procurement and stock replenishment.
- Coordinate with vendors for maintenance, pest control, biomedical waste management, housekeeping, and equipment servicing.
- Verify invoices and maintain vendor relationships.
- Oversee cleanliness, infrastructure maintenance, and security of clinic premises.
Compliance & Administration
- Maintain operational records, reports, and documentation.
- Ensure compliance with clinic policies, safety standards, and regulatory requirements.
- Coordinate internal audits and compliance activities.
- Track operational issues and implement corrective measures.
- Ensure readiness for inspections and accreditation assessments.
Financial & Reporting Responsibilities
- Monitor billing processes and daily collections.
- Maintain MIS reports and operational performance data.
- Track operational expenses and support budget monitoring.
- Coordinate with accounts for invoice processing and payment follow-ups.
- Support management in achieving operational efficiency and revenue targets.
Required Skills & Competencies
- Strong leadership and people management skills.
- Excellent communication and interpersonal abilities.
- Strong problem-solving and decision-making capabilities.
- Ability to manage operations in a fast-paced environment.
- High level of organizational and multitasking skills.
- Client-focused approach with empathy towards pet owners.
- Strong administrative and reporting skills.
- Vendor management and negotiation abilities.
- Proficiency in MS Office, Excel, Google Sheets, and clinic/hospital management systems.
Preferred Qualifications
- Bachelor’s degree in Management, Healthcare Administration, Business Administration, Hospitality, or a related field.
- 6–10 years of experience in clinic, hospital, healthcare, hospitality, or retail operations management.
- Experience in veterinary healthcare, animal care, or specialty healthcare industry preferred.
- Experience handling multi-location operations will be an added advantage.
Working Conditions
- 5-day working week.
- Flexibility to handle operational emergencies when required.
- Full-time on-site role.
Why Join The Exotics Vet?
- Opportunity to work with a leading exotic and specialty veterinary healthcare organization.
- Exposure to advanced veterinary medicine and modern clinical practices.
- Dynamic, fast-growing, and collaborative work environment.
- Career growth opportunities within an expanding specialty veterinary network.
- Meaningful work contributing to animal healthcare, welfare, and client experience.
- Opportunity to work alongside experienced veterinary specialists and healthcare professionals.
Pay: From ₹50,000.00 per month
Work Location: In person
