Clinic Operations (Purchasing) at modernvet – Jakarta Baru

Clinic Operations plays a critical role in ensuring the clinic runs smoothly on a daily basis from a service, flow, and operational discipline perspective. In addition to overseeing customer experience and clinic readiness, this role also strengthens inventory control and procurement coordination—ensuring the clinic is consistently well-stocked and operationally efficient.

This position is ideal for candidates with a purchasing, procurement, or supply chain background who are detail-oriented, structured, and proactive, and are interested in applying their expertise in a healthcare environment for animals.

• Handle customer chat and inbound communication channels professionally, empathetically, and within SLA

• Coordinate customer needs with concierge, vet techs, or doctors to ensure smooth service delivery

• Provide in-clinic concierge support from arrival to discharge

• Guide customers through service flow and next steps clearly

• Act as a calm and reassuring presence for pet owners during waiting or inpatient situations

• Monitor daily patient flow, waiting time, and potential service bottlenecks

• Coordinate with medical and Vet Tech teams to maintain smooth clinic operations

• Support prioritization during peak hours or emergency cases

• Ensure doctors and medical staff can focus without unnecessary operational disruptions

• Manage end-to-end non-medical inventory operations (receiving, recording, monitoring)

• Validate incoming goods against purchase orders and delivery notes

• Maintain accurate stock records and ensure proper documentation

• Monitor stock levels and proactively identify replenishment needs

• Prepare and submit purchase requests in a timely and structured manner

• Liaise with Head Office / procurement team for order tracking and follow-up

• Identify and flag discrepancies (shortage, damaged goods, incorrect delivery)

• Support cost-awareness by ensuring efficient usage and minimizing waste

• Assist in basic vendor coordination for non-medical supplies when needed

• Conduct daily premise checks to ensure clinic readiness and operational standards

• Ensure cleanliness, organization, and safety of non-medical areas

• Oversee opening and closing checklist execution

• Coordinate minor facility or maintenance issues with internal teams or vendors

• Handle first-level customer concerns and complaints professionally

• Identify issues early and coordinate escalation to relevant stakeholders (Senior Vet Tech, Doctor, Branch Lead)

• Document issues clearly for proper follow-up and service continuity

• Ensure accurate recording of operational and inventory-related data

• Track stock movement and highlight trends or risks (fast-moving, slow-moving items)

• Flag inconsistencies or operational risks to branch leadership or Head Office

• Support basic reporting related to inventory and operational performance

• Experience in purchasing, procurement, inventory, or supply chain operations

• Experience in retail, F&B, hospitality, or clinic operations is a plus

• Familiarity with stock management systems or basic procurement processes is preferred

• Strong attention to detail and high level of accuracy (especially in stock & data handling)

• Structured, organized, and disciplined in following SOPs

• Proactive in identifying gaps, risks, and improvement opportunities

• Good coordination and communication skills across teams

• Able to multitask and manage both operational and administrative work

• Calm and professional when handling customers

• Reliable, accountable, and able to work in a fast-paced environment

• Comfortable working shifts, weekends, and peak hours