Operations Assistant Manager - Ooca Clinic

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