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

• 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
• 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
• 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
• 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
• 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
• 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
• 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
• 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
• 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
• 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