Office Manager

Company Description

Longevity Center is one of the premier longevity clinics in Switzerland and Poland, specializing in preventive, predictive, and personalized medicine, along with the biology and physiology of human aging. Our vision is a world where every stage of life is full of vitality, wellbeing, and joy. Our team of doctors and specialists in nutrition, sleep, exercise, stress management, and brain health creates personalized programs to improve the health and lives of our clients. The "longevity center method" utilizes a multidimensional assessment of biological and functional aging, using various validated biological clocks, which are followed by personalized interventions from our specialized labs.

The Office Manager is responsible for the smooth operation of the clinic, both operationally and organizationally. He or she manages the front office and back office teams, ensuring the highest standard of customer service, effective internal communication, and collaboration with vendors and external partners.

RESPONSIBILITIES:

Clinic Operational Management

·      Overseeing the daily operations of the clinic, ensuring smooth and efficient processes.

·      Coordinating the work of the front office (reception, customer service) and back office (administration, logistics, supplies) teams.

·      Collaborating with the medical staff and clinic management regarding work organization, scheduling, and service availability.

·      Ensuring operational compliance with applicable procedures and premium quality standards.

Team Management

·      Recruiting, training, and developing the front office and back office team.

·      Building a customer service culture based on empathy, professionalism, and high communication standards.

·      Establishing operational and quality goals and monitoring their achievement.

·      Regular meetings and feedback with the team to improve processes and the working atmosphere.

Customer Service and Customer Experience

·      Supervising the "first experience" standard—the client's first contact with the clinic (by phone, email, in person).

·      Implementing and monitoring premium customer service procedures.

·      Resolving difficult situations and complaints in a professional and trust-building manner.

·      Actively co-creating and implementing activities that improve customer satisfaction and loyalty.

Administration and Logistics

·      Managing document flow, the clinic calendar, appointment registration, and billing.

·      Coordinating orders, supplies, and collaboration with suppliers.

·      Optimizing purchasing costs and monitoring inventory levels.

·      Ensuring aesthetics, order, and comfortable working and customer service conditions within the clinic.

Collaboration with Partners and Suppliers

·      Negotiating terms of cooperation with product and service suppliers.

·      Monitoring delivery quality, timeliness, and contract compliance.

·      Building and maintaining long-term relationships with strategic partners.

Reporting and Improvements

·       Preparing operational and quality reports for management.

·       Implementing tools and procedures to improve office and team efficiency.

·       Identifying areas for improvement and proposing solutions.

·       Required competencies:

·       Experience in team and operations management (preferably in the medical, beauty, or wellness industry).

·       High personal culture, empathy, and a premium customer focus.

·       Excellent organizational, planning, and communication skills.

·       Ability to work in a dynamic environment and make independent decisions.

·       Familiarity with office tools and CRM/reservation systems.

• Fluent in English.