Assistant Manager

Hema's Enterprises; Chennai District; On-site; INR 500,000 - 900,000; Full time

Job summary

Hema's Enterprises in Chennai is seeking a Hospital Operations Manager to oversee day-to-day veterinary hospital operations, ensuring departments run efficiently and safety standards are met.

The role involves coordinating reception, pharmacy, laboratory, and clinical staff, monitoring KPIs, managing inventory, and driving customer service excellence while complying with SOPs.

Qualifications

• Experience in hospital operations or healthcare facilities preferred.
• Strong leadership and communication skills required.

Responsibilities

• Oversee day-to-day operations of the veterinary hospital.
• Coordinate reception, consultation, pharmacy, laboratory, and inpatient care.
• Monitor opening and closing procedures and hygiene standards.
• Ensure cleanliness, safety, and compliance with SOPs and regulations.
• Manage staff schedules, attendance, and performance feedback.
• Monitor revenue, invoicing, and inventory controls.
• Support recruitment, onboarding, and training of staff.
• Coordinate with veterinarians to ensure smooth patient flow.

Skills

Leadership

People management

Customer service

Inventory management

Financial management

Communication

Tools

Microsoft Office

Hospital management software

Microsoft Excel

Job description

Hospital Operations

• Oversee the complete day-to-day operations of the veterinary hospital.
• Ensure all departments function efficiently, including reception, consultation, pharmacy, laboratory, grooming (if applicable), and inpatient care.
• Monitor daily opening and closing procedures.
• Ensure cleanliness, hygiene, and safety standards are maintained throughout the facility.
• Ensure compliance with veterinary regulations, company policies, and standard operating procedures (SOPs).

2. Team Management

• Supervise and coordinate the activities of receptionists, veterinary assistants, nurses, pharmacy staff, housekeeping, and other support staff.
• Prepare staff schedules and manage attendance, leave, and shift planning.
• Conduct daily briefings and allocate responsibilities.
• Monitor employee performance and provide coaching and feedback.
• Support recruitment, onboarding, and training of new employees.
• Foster a positive, collaborative, and customer-focused work environment.

3. Client Experience

• Ensure exceptional customer service at every client interaction.
• Resolve customer concerns, complaints, and escalations professionally and promptly.
• Monitor client satisfaction and implement improvements where required.
Ensure accurate appointment scheduling and efficient patient flow.

4. Financial & Business Management

• Monitor daily revenue, billing, collections, and payment reconciliation.
• Ensure accurate invoicing and cash handling procedures.
• Track key business metrics such as revenue, consultations, pharmacy sales, and service utilization.
• Support achievement of monthly sales and profitability targets.
• Prepare daily, weekly, and monthly operational reports.

5. Inventory & Pharmacy Management

• Oversee inventory levels of medicines, vaccines, consumables, pet food, and medical supplies.
• Ensure timely procurement and replenishment of stock.
• Monitor stock movement, expiry dates, and wastage.
• Conduct regular inventory audits and maintain inventory accuracy.
• Coordinate with vendors for timely deliveries and issue resolution.

6. Clinical Coordination

• Coordinate effectively with veterinarians to ensure smooth consultation schedules.
• Ensure examination rooms and treatment areas are prepared and fully equipped.
• Support efficient patient admissions and discharges.
• Coordinate emergency cases and prioritize patient flow.

7. Facility & Equipment Management

• Ensure all medical equipment and hospital infrastructure are properly maintained.
• Coordinate preventive maintenance and equipment servicing.
• Report and follow up on repairs and maintenance requirements.
• Ensure uninterrupted availability of utilities and essential hospital supplies.

8. Compliance & Quality Assurance

• Ensure adherence to infection control protocols and biosecurity measures.
• Maintain accurate operational records and documentation.
• Ensure compliance with licensing, statutory, and regulatory requirements.
• Implement quality improvement initiatives and operational best practices.

9. Marketing & Business Development

• Support local marketing initiatives and promotional campaigns.
• Build relationships with pet owners, breeders, shelters, and local communities.
• Promote preventive healthcare programs, wellness plans, vaccinations, and hospital services.
• Identify opportunities to increase client retention and service utilization.

10. Reporting & Communication

• Submit operational, financial, and inventory reports to management.
• Communicate operational challenges and recommend solutions.
• Coordinate effectively with head office and other departments.
• Conduct regular review meetings with the team.

Key Performance Indicators (KPIs)

• Revenue achievement against monthly targets.
• Client satisfaction and feedback scores.
• Operational efficiency and patient turnaround time.
• Staff productivity and attendance.
• Inventory accuracy and stock availability.
• Reduction in inventory wastage and expired stock.
• Compliance with SOPs and audit standards.
• Complaint resolution turnaround time.
• Employee retention and engagement.
• Overall outlet profitability.

Required Skills

• Strong leadership and people management skills.
• Excellent communication and interpersonal abilities.
• Customer service orientation.
• Financial and inventory management knowledge.
• Problem-solving and decision-making capabilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Knowledge of veterinary hospital operations is preferred.
• Proficiency in hospital management software and Microsoft Office.