Job Description: Admin Executive
Job Title: Admin Executive
Department: Administration
Location: Healing Hands Clinic – Sarjapura, Bengaluru
Job Summary
Healing Hands Clinic is seeking a proactive, organized, and detail-oriented Admin Executive to oversee the day-to-day administrative operations of the Sarjapura branch. The Admin Executive will be responsible for ensuring smooth facility management, vendor coordination, inventory control, asset management, statutory compliance support, and administrative assistance to clinical and non-clinical teams. The ideal candidate should possess excellent organizational, communication, and problem-solving skills to maintain efficient branch operations.
Key ResponsibilitiesGeneral Administration
- Ensure the smooth day-to-day administrative functioning of the clinic.
- Maintain cleanliness, hygiene, and overall upkeep of the clinic premises.
- Coordinate with housekeeping, security, maintenance, and other support staff.
- Ensure all administrative processes comply with organizational policies and SOPs.
- Handle branch correspondence, courier services, and document management.
- Maintain records of administrative documents, agreements, and licenses.
Facility & Asset Management
- Monitor the maintenance and servicing of clinic infrastructure and equipment.
- Coordinate preventive and breakdown maintenance with vendors.
- Maintain an updated asset register and ensure proper utilization of clinic assets.
- Report infrastructure issues and coordinate timely resolutions.
Inventory & Procurement
- Monitor stock levels of office supplies, housekeeping materials, and non-medical consumables.
- Raise purchase requisitions based on branch requirements.
- Coordinate with vendors for procurement and timely delivery of supplies.
- Verify invoices and maintain procurement records.
- Conduct periodic inventory audits and minimize wastage.
Vendor Management
- Coordinate with external vendors for housekeeping, pest control, electrical, plumbing, internet, courier, and other administrative services.
- Obtain quotations, negotiate pricing where required, and ensure timely vendor payments.
- Monitor vendor performance and service quality.
Compliance & Documentation
- Support the branch in maintaining statutory and regulatory compliance records.
- Maintain updated records of AMC agreements, licenses, contracts, and vendor documentation.
- Assist during internal and external audits by providing necessary administrative documents.
Coordination & Support
- Coordinate with HR, Finance, Procurement, IT, and Operations teams for branch requirements.
- Provide administrative support during recruitment drives, employee onboarding, and branch events.
- Assist in organizing meetings, training sessions, and employee engagement activities.
- Support smooth patient services by coordinating administrative requirements with the front office and clinical teams.
Reporting
- Prepare daily, weekly, and monthly administrative reports.
- Track administrative expenses and assist in budget monitoring.
- Report maintenance issues, inventory status, and vendor performance to management.
Required Qualifications
- Bachelor's degree in Business Administration, Commerce, Management, or a related field.
- 2–4 years of experience in administration, facility management, or branch operations.
- Experience in a hospital, clinic, or healthcare environment will be preferred.
Required Skills
- Strong organizational and administrative skills.
- Excellent communication and interpersonal abilities.
- Good vendor management and negotiation skills.
- Knowledge of inventory and procurement processes.
- Proficiency in Microsoft Office (Excel, Word, PowerPoint) and ERP/Hospital Management Systems.
- Strong documentation and record-keeping skills.
- Ability to multitask and prioritize work effectively.
- Problem-solving and decision-making abilities.
- High level of professionalism and attention to detail.
Key Performance Indicators (KPIs)
- Smooth day-to-day administrative operations.
- Timely completion of maintenance and facility-related tasks.
- Availability of administrative and office supplies.
- Vendor service quality and turnaround time.
- Accuracy of inventory and asset records.
- Compliance with administrative SOPs and statutory requirements.
- Timely submission of reports and documentation.
- Employee and departmental satisfaction with administrative support.
- Cost-effective management of administrative expenses.
Working Hours
- As per Healing Hands Clinic's operational timings.
- Flexibility to work as per operational requirements.
Compensation & Benefits
- Competitive salary based on qualifications and experience.
- Statutory benefits as per company policy.
- Paid leave and other employee benefits.
- Opportunities for career growth and professional development within Healing Hands Clinic.
Pay: ₹20,000.00 - ₹30,000.00 per month
Benefits:
Work Location: In person
