Jr. Operations Executive

smiles.ai; Bengaluru; On-site; INR 350,000 - 500,000; Full time

Job summary

smiles.ai in Bengaluru is seeking an Operations & Admin Coordinator to oversee clinic support, office logistics, and vendor coordination. You will lead office assistants to ensure timely trolley deliveries, cash/deposit collection, BMW and waste pickups, and smooth service delivery to 20+ clinics.

The role involves collaborating with IT, finance, and facilities teams, verifying vendor bills, monitoring EOD reports, and maintaining lease and service agreements to keep clinics running efficiently.

Qualifications

• Must be able to coordinate with multiple teams
• Strong vendor management skills
• Attention to detail and process orientation
• Experience in office administration and facilities management

Responsibilities

• Manage office assistants to ensure timely trolley deliveries and the collection of cash/checks from clinics and patients’ homes, ensuring proper bank deposits.
• Provide immediate support to 20+ clinics for all operational issues.
• Coordinate with multiple vendors to ensure smooth service delivery.
• Work closely with internal teams (IT, vendor services, payments, etc.) to resolve clinic-related issues.
• Verify and validate vendor bills, negotiate pricing when necessary, and coordinate with the finance team for timely payments.
• Collect and review travel reimbursement claims for doctors and staff for accuracy before submission.
• Liaise with landlords regarding clinic issues, monitor lease agreements, and coordinate renewals.
• Ensure timely biomedical waste (BMW) and general waste pickups, and manage service agreements.
• Manage the timely payment of electricity and internet bills from Finance team.
• Regularly update clinical teams on the status of issue resolutions.
• Monitor clinic opening/closing times and ensure End-of-Day (EOD) reports are submitted.
• Monitor CCTV systems daily for compliance and proper functioning.
• Identify and negotiate with new local vendors for infrastructure or medical requirements.

Job description

• - Manage office assistants to ensure timely trolley deliveries and the collection of cash/checks from clinics and patients’ homes, ensuring proper bank deposits.
• - Provide immediate support to 20+ clinics for all operational issues.
• - Coordinate with multiple vendors to ensure smooth service delivery.
• - Work closely with internal teams (IT, vendor services, payments, etc.) to resolve clinic-related issues.
• - Verify and validate vendor bills, negotiate pricing when necessary, and coordinate with the finance team for timely payments.
• - Collect and review travel reimbursement claims for doctors and staff for accuracy before submission.
• - Liaise with landlords regarding clinic issues, monitor lease agreements, and coordinate renewals.
• - Ensure timely biomedical waste (BMW) and general waste pickups, and manage service agreements.
• - Manage the timely payment of electricity and internet bills from Finance team.
• - Regularly update clinical teams on the status of issue resolutions.
• - Monitor clinic opening/closing times and ensure End-of-Day (EOD) reports are submitted.
• - Monitor CCTV systems daily for compliance and proper functioning.
• - Identify and negotiate with new local vendors for infrastructure or medical requirements.