Vacancy
WE ARE HIRING: CLINIC OPERATIONS MANAGER
Company: Vital Skin KenyaLocation: Diamond Plaza, Parklands, NairobiEmployment Type: Full-time, On-siteReports To: Chief Executive Officer (CEO)
About Vital Skin Kenya
Vital Skin Kenya is an established professional skincare and aesthetics clinic in Nairobi, specializing in advanced skin treatments, skin rejuvenation, hyperpigmentation management, acne scarring, and other aesthetic procedures.
We are seeking a highly organized, proactive and results-driven Clinic Operations Manager to oversee the daily administrative, financial and operational activities of our clinic.
The ideal candidate will be a dependable leader with excellent organizational skills, strong financial and inventory management capabilities, and the ability to supervise staff while maintaining exceptional standards of professionalism, hygiene and client service.
Key Responsibilities
1. Daily Clinic Operations & Staff Supervision
Oversee the smooth daily running of the clinic and ensure all operational activities are completed efficiently.
Supervise staff attendance, punctuality, grooming, professional conduct and workplace discipline.
Ensure the clinic maintains high standards of cleanliness, sanitation, organization and hygiene.
Supervise daily cleaning schedules, treatment room preparation, linen management and workplace maintenance.
Monitor proper waste segregation, sharps disposal and other applicable infection-prevention procedures.
Ensure treatment rooms, reception areas, equipment and client facilities remain clean, functional and appropriately stocked.
Coordinate equipment servicing, repairs and general facility maintenance.
Implement and monitor daily operational checklists and staff responsibilities.
2. Procurement & Inventory Management
Manage procurement of clinic consumables, treatment supplies, retail skincare products, cleaning materials, office stationery and kitchen supplies.
Maintain accurate inventory records of products received, used, sold, damaged, returned or discarded.
Monitor product batch numbers, expiry dates and stock rotation.
Conduct regular physical stock counts and reconcile them against inventory records.
Establish minimum stock levels and reorder points to prevent shortages.
Identify stock discrepancies, unusual consumption, wastage and potential losses.
Maintain supplier records, compare quotations and coordinate timely purchasing.
Monitor the condition and availability of towels, bed linen, treatment accessories and other client-use materials.
Prepare inventory, procurement and stock-expiry reports for management.
3. Financial Administration & Daily Reconciliation
Review daily financial reconciliations submitted by consultants through the clinic's designated reporting channels.
Accurately transfer and maintain daily income and expenditure records in Excel or an approved financial management system.
Verify daily collections against receipts, payment records and recorded services.
Check receipt book entries for accuracy, completeness and proper documentation.
Review staff commission calculations against approved commission structures and correct discrepancies.
Maintain accurate records of operating expenses, purchases, petty cash and supplier payments.
Prepare weekly and monthly income-versus-expenditure summaries.
Identify financial discrepancies and escalate unresolved issues promptly.
Support management with expense monitoring, cost control and financial reporting.
4. Client Records, Follow-ups & Retention Monitoring
Ensure consultants maintain accurate and up-to-date client records.
Monitor client follow-up activities, including post-treatment follow-ups, appointment reminders and reactivation of inactive clients.
Track client retention, repeat bookings, missed appointments and follow-up completion.
Ensure consultants maintain proper records of client communication and treatment history.
Monitor adherence to approved client allocation procedures.
Coordinate the resolution of administrative client complaints and service-related concerns.
Prepare regular reports on consultant follow-up compliance and client retention performance.
5. Human Resource Administration & Performance Management
Supervise administrative staff, including receptionists, cleaners and other non-clinical personnel.
Coordinate recruitment, interviews, onboarding and training of administrative employees.
Manage routine performance evaluations and disciplinary procedures for administrative staff.
Recommend and implement approved administrative staffing decisions within company policy.
Maintain staff attendance, leave, training and performance records.
Monitor consultant compliance with operational policies and performance expectations.
Coordinate performance improvement plans, written warnings and performance review meetings in consultation with the CEO.
Promote accountability, teamwork, confidentiality and professional conduct.
6. Reporting, Compliance & Operational Improvement
Prepare daily, weekly and monthly operational reports for the CEO.
Ensure adherence to company policies, hygiene protocols, safety procedures and applicable regulatory requirements.
Maintain organized administrative records, supplier documentation and operational checklists.
Identify inefficiencies and recommend improvements to clinic workflows and operating costs.
Coordinate staff meetings and follow up on assigned action points.
Monitor client experience and recommend improvements to service delivery.
Support the implementation of new operational systems, procedures and management initiatives.
Qualifications & Experience
Diploma or bachelor's degree in Business Administration, Operations Management, Finance, Accounting, Hospitality Management or a related field.
Minimum 3 years of relevant experience in operations, administration or business management, preferably in a clinic, aesthetics practice, wellness facility or service-based business.
Demonstrated experience supervising staff and managing daily business operations.
Strong Microsoft Excel skills, including formulas, reconciliations, reporting and inventory tracking.
Experience in procurement, stock control and financial administration.
Working knowledge of HR administration, staff performance management and workplace procedures.
Strong written and verbal communication skills.
Excellent organizational, problem-solving and time-management skills.
Personal Attributes
We are looking for someone who is:
Highly accountable, trustworthy and attentive to detail.
Proactive and capable of working independently.
Confident in supervising employees and enforcing operational standards.
Comfortable working with numbers, records and spreadsheets.
Professional, discreet and committed to confidentiality.
Able to identify problems, propose solutions and follow through to completion.
Firm, fair and consistent in handling workplace matters.
What Success Looks Like
The successful candidate will ensure that Vital Skin Kenya operates efficiently, maintains accurate financial and inventory records, achieves consistent operational standards, and delivers reliable staff supervision and client administration with minimal daily intervention from the CEO.
How to Apply
Interested candidates should submit:
An updated CV.
A brief cover letter outlining relevant operations, financial administration and staff management experience.
Their expected gross monthly salary.
Their earliest available starting date.
Send applications to: vitalskinkenya@gmail.com
Email Subject: Application – Clinic Operations Manager
Application Deadline: 30th Nov
Only shortlisted candidates will be contacted.
Vital Skin Kenya is an equal opportunity employer.
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