Administrative Officer

About the role

Key Responsibilities 1. Clinic Visits and Field Assessments Conduct regular visits to assigned clinic locations to assess their administrative and infrastructure requirements. Inspect clinic facilities, furniture, electrical fittings, equipment, sanitation, housekeeping, and overall workplace conditions. Identify gaps in infrastructure, resources, maintenance, and other essential requirements. Interact with clinic staff and relevant stakeholders to understand their day-to-day operational challenges. Prepare visit reports highlighting observations, pending requirements, and recommended corrective actions. Follow up on previously identified issues to ensure timely resolution. 2. Clinic Infrastructure and Facility Management Ensure that clinic facilities are properly maintained and suitable for day-to-day operations. Coordinate repairs, maintenance, housekeeping, electricity, water supply, internet connectivity, and other facility-related requirements. Identify requirements for new clinic setups, expansions, renovations, and infrastructure improvements. Coordinate with local service providers and contractors to resolve facility-related issues. Monitor the condition and availability of essential furniture, fixtures, and equipment. 3. Inventory, Supplies and Asset Management Assess the availability of essential clinic supplies, office materials, furniture, and equipment. Maintain location-wise inventory and asset registers. Monitor stock levels and identify replenishment requirements. Coordinate the procurement, delivery, installation, and distribution of required materials. Track company assets allocated to different clinics and maintain proper handover documentation. Coordinate with the concerned teams for the maintenance, replacement, or repair of damaged equipment. Where medical equipment or supplies are involved, coordinate with the designated clinical or technical team for appropriate assessment and handling. 4. Vendor and Procurement Coordination Identify and coordinate with local vendors for clinic maintenance, repairs, transportation, and other administrative requirements. Obtain quotations, compare costs, and submit procurement recommendations for approval. Follow up on purchase requests, deliveries, service completion, and vendor payments. Maintain vendor details, quotations, bills, and service records. Ensure that procurement and expenditure follow the organization's approval process and policies. 5. Clinic Operations and Coordination Coordinate with clinic managers, field teams, and corporate departments to understand and address location-specific requirements. Maintain a centralized tracker of clinic-wise requirements, issue status, responsible persons, and completion timelines. Monitor pending administrative requests and escalate unresolved issues to management. Support the preparation of new clinic locations and ensure required infrastructure and resources are available before operations begin. Coordinate with HR and IT for staff-related infrastructure, computers, connectivity, and other workplace requirements. Support management in improving the overall efficiency and readiness of clinic locations. 6. Travel and Field Reporting Plan and execute regular visits to assigned clinics and field locations. Prepare travel schedules and visit plans based on operational priorities. Submit visit reports, photographs where appropriate, expense statements, and action points after field visits. Maintain records of travel expenses and supporting documents in accordance with company policy. Provide periodic updates to management on clinic conditions, resource requirements, and outstanding issues. Be available for urgent field visits when required. 7. Documentation and Compliance Maintain clinic-wise records of infrastructure, assets, inventory, maintenance, and administrative requirements. Ensure that inspection checklists and facility records are updated regularly. Monitor the status of applicable facility-related documentation, service contracts, and renewals. Support internal audits and management inspections by maintaining accurate records. Follow organizational safety, security, and administrative procedures during clinic visits. Required Qualifications and Experience Graduate in any discipline; a degree or diploma in Business Administration, Operations, Facility Management, or a related field will be preferred. 3–6 years of experience in administration, facility management, field operations, or multi-location operations. Experience in conducting field visits, managing vendors, monitoring inventory, and coordinating maintenance activities. Prior experience in healthcare facilities, clinics, hospitals, or distributed field operations will be an advantage. Willingness to travel regularly to clinics and other assigned locations.

Key Skills