Office Manager – Healthcare Industry

Job Description: Office Manager Healthcare Industry

Job Title: Office Manager

Department: Administration / Operations

Reports To: Director / Operations Head / Managing Director

Location: Mulund, Mumbai

Industry: Healthcare / Medical Devices

Job Purpose

The Office Manager is responsible for overseeing daily administrative and operational activities of the healthcare office, ensuring smooth functioning, compliance with healthcare regulations, efficient coordination among departments, and effective support to management, clinical, sales, and service teams.

Key Responsibilities

1. Office Administration

Manage day-to-day office operations and ensure a well-organized workplace.

Supervise housekeeping, security, office maintenance, and utilities.

Ensure availability of office supplies, stationery, and consumables.

Maintain office records, files, and documentation (physical & digital).

2. Compliance & Healthcare Regulations

Ensure office compliance with healthcare industry standards and regulations.

Maintain statutory registers and licenses (where applicable).

Support audits (internal, external, statutory).

Ensure confidentiality of patient, client, and company data.

3. Accounts & Vendor Coordination

Coordinate with accounts team for:

Vendor bills & payments

Expense claims & reimbursements

Petty cash management

Maintain vendor records and service contracts.

Ensure timely submission of vouchers and invoices.

4. Coordination with Sales, Service & Clinical Teams

Support Sales & Service Engineers with travel, documentation, and reporting.

Coordinate service call logs, training schedules, and performance reports.

Assist in AMC/CMS documentation and customer records.

Act as a communication bridge between field teams and management.

5. Reporting & Documentation

Prepare and submit:

Daily/Weekly/Monthly office reports

Attendance & manpower reports

Asset and inventory reports

Maintain MIS reports as required by management.

6. Asset & Inventory Management

Maintain records of company assets (laptops, mobiles, tools, demo machines).

Track issuance, return, and maintenance of company assets.

Ensure safe custody and proper usage of office and medical equipment.

7. Office Discipline & Culture

Ensure adherence to office timings, dress code, and discipline.

Promote a professional, ethical, and compliant work culture.

Handle basic employee grievances and escalate when required.

Skills & Competencies

Strong organizational and multitasking skills

Knowledge of healthcare industry operations

Excellent communication & coordination skills

Working Knowledge of Excel, Word, email systems

Ability to handle confidential information responsibly

Problem-solving and decision-making abilities

Qualifications

Bachelors Degree (BBA / B.Com / BA / Healthcare Administration preferred)

MBA / PG Diploma in Hospital or Healthcare Management is an advantage

Experience

37 years of experience as an Office Manager or Admin Manager

Prior experience in Healthcare / Medical Devices / Hospital / Pharma industry preferred

Compensation:

Salary and benefits will be discussed during the interview process and will be determined based on the candidates experience and qualifications.

Please Contact HSIL - HR: