Manager- Admin and Procurement

JOB DESCRIPTION
Manager -Admin & Procurement
Company - Dr. Simal Soin Skincare Pvt Ltd.
Location - SDA, New Delhi
Department - Administration & Procurement
Experience - 10+ Years

About Us
Founded by Dr. Simal Soin, among the country's most respected skin specialists, AAYNA is known for its extensive clientele and a reputation that travels well beyond India. Dr. Soin has long been a pioneer in bringing the world's most advanced technologies to the country, guided by a simple belief: exceptional results need not come at the cost of comfort. Our approach is low-impact, with minimal pain and discomfort, and our solutions rest on USFDA-approved, non-invasive technologies.

1. Position Overview

AAYNA Clinic is looking for an experienced and proactive Manager Admin & Procurement to oversee administration, procurement, vendor management, facility management, inventory coordination, and day-to-day operational support of the SDA clinic.

The ideal candidate should have approximately 10 years of relevant experience, preferably in healthcare, clinics, hospitals, hospitality, premium retail, wellness, or a service-oriented organization. The role requires strong vendor management, negotiation, cost control, operational planning, team management, and problem-solving skills.

2. Key Responsibilities

Administration & Facility Management

Manage overall administrative operations and smooth day-to-day clinic functioning.

Maintain high standards of cleanliness, hygiene, safety, and workplace presentation.

Coordinate housekeeping, security, maintenance, and other support staff.

Monitor infrastructure, furniture, electrical, plumbing, HVAC, lifts, and other facilities.

Coordinate preventive and corrective maintenance and ensure timely closure of facility issues.

Maintain AMC, service agreement, warranty, and maintenance records.

Coordinate with building management and ensure availability of essential supplies.

3. Procurement Management

Manage the complete procurement process for approved administrative, operational, and clinic-support requirements.

Obtain quotations, prepare price comparisons, negotiate pricing, payment terms, delivery schedules, and service conditions.

Ensure procurement is within approved budgets and authorization limits.

Develop and maintain a reliable vendor base and ensure timely delivery.

Coordinate with Accounts/Finance for purchase orders, invoices, payments, and vendor reconciliation.

Maintain procurement documentation and identify cost-saving opportunities without compromising quality.

4. Vendor Management

Identify, evaluate, onboard, and manage vendors and service providers.

Maintain vendor database and commercial/compliance documentation.

Negotiate contracts and monitor vendor performance against agreed service levels.

Resolve service, quality, delivery, and billing issues.

Ensure timely renewal of contracts, AMCs, licenses, and service agreements.

5. Inventory & Asset Management

Monitor administrative and operational inventory and prevent critical stock-outs.

Set minimum/maximum stock levels and conduct periodic physical stock verification.

Maintain inward/outward records and an updated asset register.

Track equipment, furniture, fixtures, and company assets.

Investigate discrepancies, damages, losses, and unauthorized movement.

Coordinate approved disposal or replacement of obsolete/damaged assets.

Budgeting & Cost Control

Prepare annual/monthly administration and procurement budgets.

Monitor expenditure against approved budgets and identify cost optimization opportunities.

Maintain procurement cost records and monthly MIS.

Support management in analysis of major operational and procurement expenses.

Compliance & Documentation

Ensure activities comply with company policies and approval processes.

Maintain purchase orders, quotations, comparative statements, invoices, agreements, AMCs, and vendor records.

Maintain required statutory, safety, facility, and operational documentation.

Coordinate audits and track applicable licenses, registrations, certificates, and agreements.

Maintain confidentiality of commercial and vendor information.

Clinic Operations Support

Coordinate with Centre Manager, Doctors, Front Desk, Sales, Nursing, Housekeeping, and corporate teams.

Ensure timely availability of required supplies and services.

Support clinic expansion, renovation, refurbishment, and facility improvement projects.

Coordinate administrative requirements for events, meetings, training, and special activities.

Ensure the clinic environment reflects AAYNA's premium brand standards.

Team Management

Manage administration/support staff and coordinate outsourced manpower.

Define responsibilities and monitor attendance, discipline, productivity, and performance.

Train team members on administrative procedures, safety, hygiene, and service standards.

Coordinate with HR on manpower and employee-related administrative matters.

6. Required Candidate Profile

Education

Graduate in any discipline.

MBA/PGDM in Operations, Supply Chain, Procurement, Administration, or related field is an advantage.

Experience

10+ years of experience in Administration, Procurement, Facilities, Operations, or similar roles.

Experience in healthcare, hospitals, aesthetic clinics, premium clinics, hospitality, retail, wellness, or corporate environments is preferred.

Experience managing vendors, procurement, facilities, inventory, and support teams is essential.

7. Required Skills

Vendor management and negotiation

Procurement and commercial understanding

Administration and facility management

Budgeting and cost control

Inventory and asset management

Written and verbal communication

Excel and MIS/reporting

Problem-solving and decision-making

Multitasking and follow-up

Attention to detail

Ownership and execution

If interested, please send your CV at [email removed]