Operations Officer

Position: Operations OfficerReports To: Chief of Staff / ManagementLocation: Port Harcourt, Rivers State, NigeriaEmployment Type: Full-TimeWorking Days: Monday to FridayWorking Hours: 9:00 AM – 6:00 PM1. JOB SUMMARY

The Operations Officer will be responsible for coordinating and overseeing the smooth and efficient day-to-day operations of three business units within the organisation: a Medical Spa, Dental Clinic, and Rentals Business.

The role involves coordinating staff, monitoring daily activities, managing schedules and bookings, overseeing inventory, coordinating vendors and service providers, following up on maintenance and repairs, ensuring operational procedures are followed, and maintaining accurate records and reports.

The Operations Officer will serve as a key link between management, staff, clients, vendors, and service providers and will be responsible for ensuring that operational matters are properly followed through to completion.

The ideal candidate must be organised, proactive, detail-oriented, solution-driven, and capable of managing multiple business operations simultaneously.

2. KEY RESPONSIBILITIESA. GENERAL OPERATIONS

• Coordinate and monitor the daily operations of all three business units.
• Ensure each business unit is properly prepared for daily operations.
• Monitor compliance with approved company policies, SOPs, and operational procedures.
• Coordinate daily tasks and ensure they are completed within the required timelines.
• Monitor staff attendance, punctuality, appearance, conduct, and general performance.
• Conduct routine operational checks across the different business units.
• Identify operational gaps, delays, and recurring issues and recommend appropriate solutions.
• Follow up on outstanding operational matters until they are resolved.
• Escalate issues requiring management intervention promptly.
• Maintain accurate operational records, trackers, schedules, and reports.
• Ensure effective communication between management and staff.
• Support management in implementing new processes, systems, and operational improvements.
• Ensure that all operational activities are conducted professionally and efficiently.
• Perform other duties reasonably related to the position as assigned by management.

3. MEDICAL SPA OPERATIONS

The Operations Officer will oversee the operational requirements of the organisation's medical spa business unit.

Responsibilities include:

• Coordinate the daily operations of the medical spa.
• Ensure treatment rooms, reception areas, equipment, and other operational areas are clean, organised, and ready for clients.
• Monitor client appointments, bookings, cancellations, and rescheduling.
• Ensure clients receive a professional and efficient service experience.
• Monitor the availability of treatment supplies, consumables, and other operational materials.
• Maintain accurate stock and inventory records.
• Identify low-stock items and submit requests for replenishment.
• Monitor the condition and functionality of spa equipment.
• Follow up on equipment servicing, repairs, and maintenance.
• Coordinate with approved technicians and service providers when required.
• Ensure staff follow approved operational and service procedures.
• Monitor hygiene and general cleanliness standards.
• Support compliance with applicable health, safety, hygiene, and regulatory requirements.
• Document and escalate client complaints and operational concerns.
• Prepare operational updates and reports when required.

4. DENTAL CLINIC OPERATIONS

The Operations Officer will coordinate the administrative and operational requirements of the organisation's dental clinic business unit.

Responsibilities include:

• Coordinate the day-to-day operations of the dental clinic.
• Monitor patient appointments, bookings, cancellations, and rescheduling.
• Ensure treatment rooms, reception areas, and other operational spaces are properly prepared.
• Monitor the availability of dental supplies, consumables, and other essential materials.
• Maintain accurate inventory and stock records.
• Identify items requiring replenishment and submit requests for approval.
• Monitor the condition and functionality of dental equipment.
• Follow up on equipment servicing, repairs, and maintenance.
• Coordinate with dental professionals, clinic staff, technicians, vendors, and service providers where necessary.
• Ensure appropriate standards of cleanliness, organisation, safety, and patient experience are maintained.
• Escalate equipment failures, patient complaints, staffing concerns, and other operational issues to management.
• Maintain accurate clinic records, trackers, and documentation.
• Support the implementation and enforcement of clinic SOPs.
• Follow up on outstanding operational tasks and ensure timely resolution.

5. RENTALS BUSINESS OPERATIONS

The Operations Officer will coordinate the operational requirements of the organisation's rentals business unit.

Responsibilities include:

• Coordinate the day-to-day operations of the rentals business.
• Maintain and regularly update the rentals booking tracker.
• Ensure all bookings are accurately recorded and properly scheduled.
• Monitor the availability of rental items.
• Ensure items booked for clients are properly reserved and prepared.
• Coordinate the collection, delivery, setup, and return of rental items.
• Communicate with clients regarding bookings, deliveries, collections, and other operational requirements.
• Coordinate with drivers, vendors, technicians, casual workers, and other service providers.
• Ensure rental items are checked before dispatch and after they are returned.
• Document damaged, missing, faulty, or unreturned rental items.
• Follow up on repairs and maintenance of rental items.
• Monitor the condition of chairs, tables, equipment, and other rental inventory.
• Ensure rental inventory is properly stored, organised, counted, and maintained.
• Conduct regular physical inventory checks.
• Reconcile physical inventory against inventory records.
• Escalate missing, damaged, or unreturned items to management.
• Prepare booking, inventory, maintenance, and operational reports when required.

6. STAFF COORDINATION AND SUPERVISION

• Coordinate the daily activities of operational staff across the three business units.
• Ensure staff understand their responsibilities and daily priorities.
• Monitor staff attendance and punctuality.
• Follow up on assigned tasks and outstanding work.
• Monitor staff compliance with company policies and SOPs.
• Ensure staff maintain professional conduct and appropriate service standards.
• Identify recurring performance or behavioural issues and report them to management.
• Assist with the onboarding and orientation of new operational staff.
• Support management with staff performance monitoring.
• Ensure effective communication and coordination among staff.
• Promote accountability, professionalism, teamwork, and a positive work environment.

7. INVENTORY AND PROCUREMENT SUPPORT

• Monitor inventory levels across all three business units.
• Maintain accurate inventory and stock records.
• Conduct regular physical stock checks.
• Identify items requiring replenishment.
• Prepare purchase requests for management approval.
• Liaise with approved vendors and suppliers.
• Follow up on pending orders and deliveries.
• Verify delivered items against approved requests or invoices.
• Report discrepancies, damaged items, or incomplete deliveries.
• Ensure supplies and equipment are properly stored and organised.
• Monitor wastage, loss, or misuse of company property.
• Report inventory discrepancies and concerns to management.

8. FACILITIES AND MAINTENANCE

• Conduct routine checks of all operational facilities.
• Identify maintenance issues and report them promptly.
• Follow up on repairs and maintenance until completion.
• Coordinate approved technicians and service providers.
• Monitor the condition of equipment, furniture, fixtures, and facilities.
• Maintain maintenance records and trackers.
• Follow up on scheduled servicing and preventive maintenance.
• Escalate urgent maintenance issues to management immediately.
• Ensure all operational locations remain clean, functional, safe, and presentable.

9. CUSTOMER AND CLIENT EXPERIENCE

• Support the delivery of a consistently professional customer experience across all business units.
• Monitor customer and client complaints.
• Ensure complaints are properly documented and escalated.
• Follow up on unresolved client issues.
• Monitor the general quality of service delivery.
• Identify recurring customer service issues and recommend improvements.
• Ensure staff maintain professional communication and conduct when dealing with clients and customers.
• Escalate serious or repeated complaints to management.

10. REPORTING AND DOCUMENTATION

The Operations Officer will maintain and regularly update relevant operational records, including:

• Daily operational reports.
• Staff attendance records.
• Staff task trackers.
• Inventory and stock trackers.
• Maintenance trackers.
• Vendor and supplier records.
• Medical spa appointment records.
• Dental clinic appointment records.
• Rentals booking tracker.
• Rentals inventory records.
• Equipment maintenance records.
• Delivery and collection records.
• Incident and issue logs.
• Customer complaint records.
• Other operational documents assigned by management.

The Operations Officer will also prepare weekly and monthly operational reports highlighting completed activities, outstanding tasks, operational challenges, incidents, and recommendations.

11. COMPLIANCE AND RISK MANAGEMENT

• Ensure operational activities comply with company policies and approved SOPs.
• Support compliance with applicable health, safety, hygiene, and regulatory requirements.
• Monitor required licences, permits, certificates, and other operational documentation.
• Track renewal dates for relevant licences and permits and notify management in advance.
• Escalate expired, missing, or incomplete documentation.
• Ensure staff follow approved safety and operational procedures.
• Report operational risks, incidents, and safety concerns promptly.
• Support management in implementing corrective and preventive actions.
• Maintain proper records of incidents, complaints, repairs, and compliance matters.

12. QUALIFICATIONS AND EXPERIENCE

• Bachelor's degree or HND in Business Administration, Operations Management, Management, Healthcare Administration, Hospitality Management, or a related field.
• Minimum of 2–4 years of experience in operations, administration, facility management, healthcare, hospitality, rentals, retail, or a related environment.
• Experience coordinating multiple business operations is an advantage.
• Experience in a medical spa, dental clinic, healthcare facility, hospitality business, or rentals company is an added advantage.
• Strong administrative and organisational skills.
• Good knowledge of Microsoft Office, particularly Microsoft Excel and Word.
• Ability to maintain accurate trackers, schedules, records, and reports.
• Strong communication and interpersonal skills.
• Strong coordination and follow-up abilities.
• Good problem-solving and decision-making skills.
• Ability to work independently with minimal supervision.
• Ability to manage multiple priorities simultaneously.
• High level of attention to detail.
• Ability to work effectively in a fast-paced environment.

WORKING RELATIONSHIPS

The Operations Officer will work closely with:

• Management
• Operations Manager
• Medical Spa Staff
• Dental Clinic Staff
• Rentals Staff
• Administrative Team
• Finance Team
• Vendors and Suppliers
• Technicians and Maintenance Personnel
• Drivers and Logistics Personnel
• Clients and Customers
• External Service Providers

Pay: ₦200,000.00 per month

Work Location: In person