The posting
Job Overview
The Operations Assistant Manager is responsible for managing and executing the day-to-day operations of Ooca Clinic, as well as the company’s administrative operations, ensuring smooth, efficient, and well-organized business operations in line with company standards.
This role owns tasks end-to-end, from planning and execution to follow-up, problem-solving, and completion, covering Clinic Operations, Company Administration, Procurement, Reporting, and Executive Event Support.
The ideal candidate is systematic, hands-on, detail-oriented, proactive, a strong problem solver, and able to manage multiple priorities effectively.
Key Responsibilities
1.Clinic Operations
- Ensure smooth and efficient clinic operations by overseeing SLA and protocol compliance, and managing the team to maintain high-quality service delivery.
- Manage provider schedules, appointments, and patient flow.
- Identify, resolve, and follow up on operational issues.
- Ensure the readiness of clinic facilities, equipment, and operational resources.
- Improve workflows and SOPs to enhance operational efficiency.
2.Company Administration
- Manage the company’s administrative and office operations.
- Oversee administrative tasks, documentation, and internal office coordination.
- Ensure the readiness of office facilities, equipment, and essential supplies.
- Coordinate with internal teams and external service providers on administrative matters.
- Maintain organized documentation and ensure administrative tasks are completed on time.
3.Procurement & Vendor Management
- Own the end-to-end procurement process for clinic and company needs.
- Coordinate with suppliers and vendors on quotations, purchasing, delivery, and payment documentation.
- Manage inventory and monitor stock levels of essential supplies and equipment.
- Manage and monitor supplier/vendor performance.
- Monitor operational spending and identify opportunities for cost efficiency.
4.Reporting & Data
- Own daily, weekly, and monthly operational and administrative reporting.
- Collect, verify, and analyze relevant operational data.
- Prepare dashboards and KPI reports to monitor performance.
- Track action items and provide progress updates.
- Improve reporting formats to ensure accuracy, clarity, and practical use.
5.Team & Healthcare Provider Coordination
- Manage and coordinate schedules for clinic staff and healthcare providers.
- Monitor service coverage, attendance, and operational issues.
- Coordinate onboarding, training, and communication of SOPs and service standards.
- Address and follow up on team-related operational issues within the scope of responsibility.
6.Quality & Patient Experience
- Monitor patient feedback and complaints and ensure issues are resolved through completion.
- Ensure daily operations follow established SOPs and service standards.
- Identify recurring issues and implement process improvements to enhance patient experience.
7. Compliance & Documentation
- Maintain and monitor key clinic and company documents, including licenses, registrations, and contracts.
- Track renewal deadlines and ensure required documentation remains complete and up to date.
- Maintain organized and accessible records for operational and compliance purposes.
- Identify and report operational or compliance risks.
8.Cross-functional Projects
- Own assigned Operations and Administration projects from planning through completion.
- Coordinate with Product, Technology, Customer Support, Marketing, and other relevant teams.
- Track project timelines, deliverables, and action items.
- Identify and resolve issues to ensure projects achieve their objectives.
9.CEO & Executive Events
- Own the planning and execution of special events or personal events for the CEO as assigned.
- Manage timelines, checklists, budgets, logistics, and coordination with vendors and partners.
- Oversee on-site execution and handle issues that arise during events.
- Maintain strict confidentiality and privacy regarding information related to the CEO and executive activities.
10.Process Improvement
- Identify operational and administrative issues, analyze root causes, and implement solutions.
- Improve processes, workflows, and SOPs to reduce operational friction and increase efficiency.
- Monitor and measure the impact of process improvements.
Requirements
- Bachelor’s degree in Business Administration, Operations Management, Healthcare Management, or a related field.
- 3–5 years of experience in Operations, Administration, Healthcare/Clinic Operations, or a related field.
- Strong ability to manage multiple tasks, prioritize effectively, and follow through to completion.
- Strong analytical and reporting skills, with good proficiency in Excel or Google Sheets.
- Comfortable using AI tools to improve work efficiency, including data management, reporting, data analysis, and process improvement.
- Hands-on, detail-oriented, systematic, and strong in problem-solving.
- Strong communication and coordination skills, with the ability to work effectively across multiple teams.
- Experience in Healthcare, Digital Healthcare, or Clinic Operations is a strong advantage.
- Good command of English, both written and spoken.
Benefits
- Performance-based Incentive
- Health Insurance
- Annual Leave 6 days
- Mental Health counseling sessions with psychiatrists and psychologists through ooca platform
- Social Security Insurance
- Provident Fund (condition applied)
- Special discount home loan interest with Government Housing Bank
- BYOD policy: Personal laptops less than 3 years old are eligible for 1000 THB/month subsidy (registration required)
Working Hours & Location
- Full-time position at Gaysorn Centre, Floor 5, Bangkok
- Clinic opening hours: 10:00 AM - 8:00 PM
- Days Off: 2 days per week (including one working day on either Saturday or Sunday)
- Manager's working hours may extend beyond clinic hours to ensure smooth operations
