Operations Supervisor

ROLE PURPOSE

The Operations Supervisor oversees the daily operations of Body Mechanic’s rehabilitation and performance services, regenerative services, Recovery Bar, and supplement retail.

The role ensures that each area is properly staffed, prepared, organized, and coordinated to deliver a consistent patient and customer experience. Responsibilities include service flow, staff accountability, administrative controls, inventory monitoring, facility readiness, and operational reporting.

KEY RESPONSIBILITIES

1. Daily Operations and Facility Readiness

• Supervise opening, shift handover, and closing procedures across the clinic, regenerative wing, Recovery Bar, and retail area.
• Verify cleanliness, staffing coverage, appointment schedules, equipment availability, and supply readiness.
• Ensure treatment rooms, gym, consultation areas, reception, and bar are ready before service begins.
• Address operational delays, staffing gaps, and facility problems promptly.

2. Patient Flow and Service Experience

• Monitor the patient journey from inquiry and booking through reception, service coordination, payment, and follow-up.
• Coordinate with the Head PT and clinicians on room assignments, scheduling changes, and service delays.
• Ensure staff explain approved prices, package terms, preparation instructions, and clinic policies accurately.
• Handle routine service complaints, document resolutions, and escalate clinical concerns to the appropriate clinician.
• Verify completion of required administrative forms while protecting patient confidentiality.

3. Regenerative Services Operations

• Coordinate physician consultation schedules, patient bookings, reception, payments, and follow-up appointments.
• Ensure required consent, screening, and consultation documents are completed and routed to the responsible clinician before the applicable service proceeds.
• Coordinate with physicians and pharmacists on prescribed orders, preparation timelines, product availability, and authorized release or administration.
• Verify accurate recording of patient credits, package balances, payments, and services rendered.
• Check that required inventory, storage, and traceability records are maintained by the responsible personnel; escalate discrepancies immediately.
• Ensure inquiries use approved service information and that medical questions, treatment eligibility, and reported reactions are referred promptly to clinicians.

4. Recovery Bar and Supplement Retail Operations

• Supervise daily bar readiness, staff assignments, product displays, order preparation, payment recording, and closing procedures.
• Ensure protein shakes and approved recovery drinks follow standardized recipes, portions, presentation, and preparation procedures.
• Monitor ingredient and supplement availability, expiry dates, storage checks, cleanliness, and equipment maintenance.
• Ensure staff can explain approved product information and ingredient or allergen details, and refer medical or supplement-interaction questions to clinicians.
• Track sales, ingredient usage, stock movement, wastage, spoilage, and discrepancies.
• Coordinate replenishment and review product costs and margins with Finance.
• Coordinate approved Recovery Bar promotions and supplement retail campaigns with Marketing.

5. Staff Supervision and Accountability

• Assign daily responsibilities with clear task owners and designated checkers.
• Monitor attendance, uniforms, workplace conduct, service standards, task completion, and shift endorsements.
• Conduct brief team huddles and coach staff on reception, service coordination, bar operations, and retail procedures.
• Coordinate staffing needs and attendance concerns with HR.
• Document performance concerns and refer formal disciplinary matters to HR and management.

6. Booking, Sales Support, and Follow-Up

• Monitor inquiry response times, booking conversion, appointment confirmations, cancellations, and follow-up completion.
• Ensure staff communicate approved rehabilitation, regenerative, Recovery Bar, and retail offerings accurately.
• Support rebooking and package renewals in coordination with clinicians’ recommendations.
• Coordinate promotions with Marketing and confirm staffing, inventory, and service capacity before implementation.
• Identify missed bookings, service delays, and product shortages that affect revenue or customer experience.

7. Payment and Administrative Controls

• Verify accurate recording of payments, receipts, discounts, patient credits, package deductions, bar sales, and retail transactions.
• Ensure daily collection reports and supporting documents are submitted to Accounting.
• Escalate payment discrepancies, missing documentation, unauthorized discounts, and unrecorded transactions.
• Maintain separation between transaction processing, checking, and approval.
• Protect patient, customer, financial, and operational records.

8. Inventory and Equipment Controls

• Coordinate stock counts and replenishment requests for clinic consumables, bar ingredients, supplements, and other assigned supplies.
• Ensure stock movement, expiry monitoring, and damaged-item reporting follow approved procedures.
• Coordinate regenerative inventory checks with pharmacists while preserving their professional responsibilities.
• Maintain equipment and maintenance records, and remove unsafe equipment from service pending assessment.
• Investigate recurring shortages, wastage, and inventory discrepancies with the accountable staff.

9. SOP Implementation and Incident Management

• Monitor compliance with approved operating procedures across all service areas.
• Maintain operational checklists, incident reports, and corrective-action records.
• Escalate urgent patient, safety, financial, staffing, or product-quality concerns immediately.
• Assign an accountable owner and follow-up date for each corrective action.
• Recommend practical improvements to reduce recurring errors and service interruptions.

10. Reporting and Department Coordination

• Submit daily updates covering staffing, appointments, collections, regenerative service coordination, Recovery Bar and retail sales, incidents, and unresolved concerns.
• Present a weekly operational scorecard with trends, issues, corrective actions, and support needed.
• Coordinate with clinical teams, HR, Finance/Accounting, and Marketing to resolve operational requirements.
• Support approved events, service launches, product introductions, and operational changes.

QUALIFICATIONS

• Bachelor’s degree in Business Administration, Healthcare Management, Hospitality, or a related field preferred.
• At least two years of relevant clinic, service, retail, or operations experience.
• Previous team-supervision experience preferred.
• Experience in healthcare administration, food and beverage operations, or supplement retail is an advantage.
• Strong organization, communication, customer-service, and problem-solving skills.
• Comfortable using spreadsheets, booking systems, point-of-sale systems, and inventory reports.
• Able to supervise firmly, protect confidential information, and remain composed during busy operating hours.

Pay: Php24,000.00 - Php25,000.00 per month

Benefits:

• Company events
• Discounted lunch
• Employee discount
• Gym membership
• Health insurance
• Life insurance
• Opportunities for promotion
• Promotion to permanent employee

Ability to commute/relocate:

• Pasig: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Required)

Work Location: In person