HR Operation Executive

Here’s a professional Job Description (JD) created from your KRA, responsibilities, and KPIs:

Job Description: Operations & Hr

Location:

Multiple Clinic Locations / HO Coordination

Department:

Operations / Finance Coordination

Reporting To:

Operations Manager / Finance Manager

Role Overview:

The Operations & Accounts Executive will be responsible for managing financial tracking, inventory coordination, reporting systems, compliance documentation, and day-to-day operational support across all clinic locations. The role requires high accuracy, strong coordination skills, and adherence to timelines.

Key Responsibilities:

1. Financial & Expense Management

• Prepare and update weekly consolidated expense sheets for all clinic locations.

• Track and record electricity consumption data on a weekly basis.

• Monitor and ensure timely processing of monthly rent payments.

• Compile and submit OPEX data within defined timelines.

• Prepare locum doctor payment sheets and coordinate with Accounts.

• Follow up on rejected or revised payments and ensure timely reprocessing.

• Ensure timely invoice closure and maintain accurate invoice records.

2. Inventory & Procurement Management

• Manage end-to-end inventory lifecycle (order to delivery confirmation).

• Coordinate procurement processes including order placement and GRN updates.

• Ensure timely and accurate submission of monthly medicine MIS data.

3. Reporting & MIS

• Prepare and share Weekly Patient Reports with stakeholders.

• Maintain and update utility status reports across clinics.

• Manage GPS/photo attendance records and filing on OneDrive.

• Prepare and circulate weekly pending task trackers.

4. Records, Documentation & Compliance

• Maintain systematic digital filing of all documents on OneDrive.

• Ensure proper documentation structure and timely updates.

• Manage employee ID card issuance and retrieval process.

• Process documentation requests (letters, certificates, approvals) within TAT.

5. Day-to-Day Operations & Coordination

• Track and resolve operational issues reported by clinics and field teams.

• Coordinate with vendors, HR, Accounts, and management teams.

• Ensure smooth administrative operations and minimize escalations.

Key Performance Indicators (KPIs):

• Timely and error-free submission of expense sheets.

• 100% accuracy in OPEX and MIS reporting.

• Zero or minimal delays in rent and payment processing.

• Reduction in stock-out incidents.

• Timely GRN updates within 24 hours.

• Weekly and monthly reports shared within deadlines.

• High compliance in documentation and filing standards.

• SLA-based resolution of operational issues.

• Minimal escalations due to coordination gaps.

Required Skills & Competencies:

• Strong knowledge of MS Excel and reporting tools

• Attention to detail and data accuracy

• Good coordination and communication skills

• Time management and ability to meet deadlines

• Basic understanding of accounts and procurement processes

• Familiarity with MIS and documentation systems

Qualification & Experience:

• Graduate in Commerce / Finance / Operations or related field

• 1–3 years of relevant experience in operations/accounts/admin roles

• Experience in healthcare/clinic operations is an added advantage

Preferred Attributes:

• Ability to multitask and handle multiple clinic coordination

• Problem-solving mindset

• Proactive and ownership-driven approach

• It is a Full Time Recruiter / HR / Admin job for candidates with 2 - 4 years of experience.