Admin Operations Executive

Job Description

About Us: Luma fertility is a next-generation fertility company founded by a second-time entrepreneur and backed by marquee VC funds. Our mission is to revolutionize the fertility space with a customer-centric and tech-enabled approach. We aim to create a gold-standard IVF experience with in-house doctors, best success rates, and advanced protocols. Our services include egg freezing and IVF, with a vision to deliver IVF 2.0 in India through a best-in-class customer experience. Job Role : We are looking for a detail-oriented and proactive Admin Operations Executive to oversee and manage all administrative functions at our clinic. This role is critical to ensuring smooth day-to-day operations and supporting both clinical and non-clinical teams with timely, efficient backend support. Key Responsibilities: Oversee all front desk and back-office administration Ensure smooth coordination between departments (clinical, care, pharmacy, finance) Manage vendor relationships and facility needs (supplies, maintenance, inventory) Maintain and update internal documentation, records, and databases Monitor clinic schedules, room allocations, and appointments for optimal flow Assist with basic HR coordination – attendance, joining formalities, etc. Ensure adherence to hygiene, safety, biomedical waste, and clinic audit protocols. Support billing, invoicing, and daily cash handling processes. Help coordinate logistics for patient care, meetings, and events. Serve as the point of contact for administrative escalations. Provide operational support during audits, inspections, and other assessments. Supervise physical security protocols (CCTV, entry/exit logs, night shift security staff coordination). Oversee IT server infrastructure (in coordination with tech vendor or team), internet uptime, and access to digital systems for staff. Ensure upkeep and readiness of consultation rooms, procedure rooms, OT, labs, and waiting areas. Oversee clinic maintenance including repairs, equipment servicing, and vendor coordination. Qualifications : Minimum 2 years of experience in an IVF/healthcare clinic is required. Strong leadership and organizational skills. Basic familiarity with healthcare protocols and patient confidentiality. Excellent communication and problem-solving skills. Comfort with using productivity tools (Excel, Word, Google Workspace). Passion for making a positive impact in the women’s health space is a plus. Experience in a startup or high-growth environment is a plus. Show more Show less