Receptionist Office Admin

Job Description: Regional Admin Manager

Location: Vashi, Kamothe, Chembur, Nerul
Department: Clinic Operations / Administration
Job Type: Full-Time
Role: Managerial

Job Summary

We are looking for a highly organized, proactive, and people-oriented Regional Admin Manager to oversee administrative operations across multiple clinics in the Thane, Kalyan, and Vashi region.

The ideal candidate will be responsible for leading and managing Front Desk Admin teams, ensuring operational efficiency, maintaining service quality, monitoring compliance, and standardizing administrative processes across all assigned clinics.

This role requires strong leadership, team management, coordination, problem-solving, and analytical skills to ensure smooth clinic operations and an excellent patient experience.

Key Responsibilities

1. Team Leadership & Performance Management

• Lead, supervise, and mentor Front Desk Admin teams across multiple clinics.

• Set performance targets, monitor productivity, and conduct regular performance reviews.

• Ensure adequate staffing, attendance management, leave planning, and manpower allocation.

• Conduct regular team meetings, provide feedback, and identify training and development needs.

2. Clinic Operations & Administration

• Ensure smooth and consistent administrative operations across all assigned clinics.

• Monitor adherence to SOPs, company policies, and operational guidelines.

• Conduct regular clinic visits and operational reviews to assess performance and identify gaps.

• Resolve operational issues through effective coordination with relevant departments.

3. Compliance & Quality Assurance

• Ensure accurate maintenance of clinic records, documentation, and administrative reports.

• Conduct periodic operational audits and ensure compliance with organizational standards.

• Identify process gaps and implement corrective and preventive actions.

• Maintain high standards of discipline, professionalism, and operational quality.

4. Patient Experience Management

• Monitor front desk operations, appointment scheduling, patient coordination, and service quality.

• Review patient feedback, complaints, and escalations and ensure timely resolution.

• Guide Admin teams in improving communication, patient handling, and service delivery.

• Implement initiatives to enhance patient satisfaction and the overall clinic experience.

5. Inventory & Financial Controls

• Oversee petty cash management, inventory control, and stock monitoring across clinics.

• Ensure proper cash handling, expense documentation, and reconciliation processes.

• Review administrative reports and investigate discrepancies.

• Coordinate with Finance and Procurement teams to ensure the timely availability of supplies and resources.

6. Stakeholder Coordination

• Act as the key liaison between clinic Admin teams and Head Office.

• Coordinate with HR, Finance, IT, Procurement, Doctors, and Operations teams.

• Support the implementation of new policies, systems, and operational initiatives.

• Ensure timely communication and resolution of clinic-level administrative challenges.

7. MIS, Reporting & Performance Monitoring

• Monitor key operational metrics and administrative performance across clinics.

• Ensure accurate and timely submission of reports by clinic Admin teams.

• Analyze performance trends, identify areas for improvement, and recommend solutions.

• Provide regular performance updates and operational insights to senior management.

8. Process Improvement

• Identify operational inefficiencies and implement process improvements.

• Standardize administrative practices and share best practices across clinics.

• Build a culture of accountability, ownership, teamwork, and continuous improvement.

Desired Candidate Profile

• Proven experience in administration, clinic operations, healthcare operations, or multi-location management.

• Experience in managing and supervising teams across multiple locations.

• Strong leadership, communication, coordination, and problem-solving skills.

• Good understanding of SOP implementation, operational audits, and process compliance.

• Experience with inventory management, petty cash controls, and MIS reporting.

• Proficiency in MS Excel, email, reporting tools, and administrative systems.

• Ability to travel regularly across clinics in Thane, Kalyan, and Vashi.

• Strong organizational skills with the ability to manage multiple priorities independently.

Key Skills

• Team Leadership & People Management

• Multi-Location Operations Management

• Clinic Administration

• Performance Monitoring & MIS Reporting

• SOP Compliance & Operational Audits

• Patient Experience Management

• Inventory & Petty Cash Management

• Stakeholder Coordination

• Problem-Solving & Process Improvement

Key Performance Indicators (KPIs)

• Operational efficiency and compliance across assigned clinics.

• Front Desk Admin productivity and team performance.

• Patient satisfaction and complaint resolution turnaround time.

• Accuracy and timeliness of MIS reports and documentation.

• Inventory accuracy and adherence to cash-handling procedures.

• Staffing availability and attendance management.

• Completion of clinic audits and closure of corrective actions.

Interested candidates with strong administrative leadership skills and experience in managing multi-location operations are encouraged to apply.

• It is a Full Time Receptionist job for candidates with 3 - 6+ years Experience.