Operations & Admin Executive (Admin)

1 week ago

Kakkanad Kochi Kerala, India Athulya Assisted Living Pvt Ltd Full time

**Role Purpose**

To ensure seamless day-to-day non-clinical operations of the assisted living unit by coordinating facility administration, supporting logistics, vendor and inventory management, assisting in resident onboarding/offboarding tasks, and managing billing and reporting responsibilities.

**Key Responsibilities**

**1. Facility & Administrative Operations**
- Oversee administrative logistics for maintenance, housekeeping, security, and transportation functions in collaboration with team leads.
- Maintain physical and digital filing systems for staff attendance, resident documents, and general administration.
- Manage repair requests, vendor coordination, and utility compliance (e.g., AMC schedules, licenses, water/power backups).

**2. Procurement & Inventory Coordination**
- Monitor and support non-clinical stock procurement - housekeeping, stationery, kitchen utilities, maintenance materials.
- Ensure timely recording of inward/outward movement of supplies with appropriate approvals.
- Assist Unit Manager and Finance with vendor verification and invoice tracking.

**3. Billing & Finance Support**
- Prepare monthly billing summary for residents based on care plan, services opted, and incidentals.
- Coordinate with HO finance/accounts team for invoice generation, sharing, and clarification of queries.
- Maintain resident billing records, receipts, and payment follow-ups as required.

**4. Resident Onboarding & Exit Coordination**
- Assist in admission logistics: room preparation, document collection, ID card preparation, IT access provisioning.
- Capture onboarding checklist items and maintain resident records.
- During exit/discharge: ensure room clearance, refund calculations, final settlement documents are completed.

**5. IT & Equipment Coordination**
- Coordinate with HO/IT vendor for setting up laptops, internet, printers, or biometric devices.
- Track asset allocation, maintenance, and complaint resolution logs.

**6. Reporting & Support**
- Share weekly/monthly MIS reports on admin, billing, procurement, and operations status.
- Support Unit Manager during internal audits, inspections, or external reviews.
- Serve as secondary support for compliance tracking and documentation assistance.

**Education**

Graduate in Business Administration, Commerce, or related field

**Experience**

2-4 years in facility operations, administration, or billing coordination

**Knowledge**

Facility management basics, inventory systems, billing workflows, vendor coordination

**Skills**

Excel, admin coordination, document control, communication, task tracking

**Tools Familiarity**

Billing software (Tally/ERP), MS Excel, Biometric Attendance, HRMS

**Behavioral Attributes**

Reliability, responsiveness, attention to detail, time management

**Languages**

Proficiency in local language and working knowledge of English

**Work Schedule**

Roster-based shifts ; available during resident admissions, audits, and billing deadlines

**Job Types**: Full-time, Permanent

Pay: ₹20,000.00 - ₹30,000.00 per month

**Benefits**:

- Health insurance
- Provident Fund

Ability to commute/relocate:

- Kakkanad, Kochi, Kerala: Reliably commute or planning to relocate before starting work (required)

Application Question(s):

- What is your notice period?

**Experience**:

- Operations: 3 years (preferred)

Work Location: In person

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