Office Administrator

JOB DESCRIPTION-OFFICE ADMINISTRATOR ;

Experience : Customer service, Administrator

1. Customer Care:

• Attend phone calls and assisting patients with their admin related queries and scheduling
• Forwarding Phone calls between departments
• Confirm patient’s appointments one day before the scheduled appointment before 5.30 PM
• Inspect rooms before seating the patients and arrange it if needed
• Getting patient registered and handing paperwork to practitioner after seating the patient
• Arranging tea, coffee, food, birthday cakes, office party etc for patients/staff as per necessity with help of office boy
• Booking cabs for patients
• Patients counselling where local language is required
• Keep checking WhatsApp messages on official phone every 15 minutes and respond immediately to help with proper and timely communication

2. Patients related paperwork:

• Pull out patients charts before 6.30 PM from folders according to the next day schedule
• Verify and scan patient’s chart after paperwork is handed by practitioner
• Ordering of components/devices to C Fab and External vendors
• Send scanned copy of work order form to C-Fab before end of the day
• Send xerox copy of work orders along with Casts to C-Fab before end of the day
• Quotations for patients
• Outstation visits paperwork – all practitioners
• Filling of all completed charts before end of the day
• Maintaining customer feedback form

3. Receipts and Payments:

• Billing for patients (Invoice and receipts)
• Collection of money/ cheque/ CARD/Paytm transaction from patients
• Filling Invoices and expenses bills
• Cash and Cheque deposit to KARE bank account
• Payment for local purchases
• Payment for travelling expenses
• Payment for Electricity bills, water bill, monthly newspaper bills etc

4. Data entry and Reporting:

• Update and email Master database & Daily sales report before 6.30PM on a daily basis
• Update courier work flow sheet on daily basis and email before 6.30 PM every Saturday
• Update prosthetic list on daily basis and email before 6.30 PM every Saturday
• Update and email WIP, Performance and MSR report before 3 PM every Saturday
• Update leave record and send it with attendance sheet before 3 PM every Saturday
• Update stock sheet-components/pre fab and material before 6.30 PM every Saturday
• Update stock sheet of printings, stationary, pantry and clinical supplies and email on 1st of every month
• Update list of patients scheduled for next week fitting and email before 6.30 PM every Saturday

Note: all the above reports need to be sent to Branch manager, CEO and Finance department as per given time frames

5. Logistics and Office maintenance:

• Courier bookings (local & International)
• Tracking patient’s orders & couriers and update the records to concerned persons on a daily basis
• Courier receiving, opening and forwarding to concerned people after matching the shipment with the packing list/challan
• Make sure that all electrical outputs are switched off, windows & shades are closed and garbage is thrown out before leaving office.
• Manage office boy – as per things to do list

Job Types: Full-time, Permanent

Pay: ₹20,000.00 - ₹27,000.00 per month

Benefits:

• Paid sick time
• Paid time off
• Provident Fund

Schedule:

• Day shift