Operations Assistant

The Operations Assistant will support the Operations Manager in ensuring smooth daily operations by monitoring activities, coordinating between teams, tracking doctor appointments, following up on outstanding tasks, and preparing operational reports. This role is essential for maintaining operational continuity, accurate record-keeping, and timely escalation of issues to uphold efficiency within the organization.

Key Responsibilities

- Monitor daily operations by tracking activities, outstanding tasks, deadlines, and any operational issues across relevant teams.
- Oversee doctor schedules, including bookings, attended appointments, Did Not Attend (DNA) cases, cancellations, and available slots using Google Sheets, calendars, and authorized MEDirect portals.
- Manage referral tracking for private, OPSA, and other opportunities, identifying unused appointment capacity and following up on actions to improve referral conversion rates.
- Coordinate with staff and team leaders to follow up on pending tasks, workload distribution, productivity, and overdue deliverables.
- Prepare daily operational reports covering appointment utilization, pending tasks, referral opportunities, and unresolved issues.
- Facilitate communication and coordination between teams based in Australia, Pakistan, and the Philippines, ensuring accurate handover records.
- Identify workflow gaps and scheduling discrepancies, resolve routine matters within delegated authority, and escalate significant issues to the Operations Manager.

Required Qualifications

- Bachelor’s degree in Business Administration, Management, or a related field is preferred.
- Approximately 1–2 years of relevant experience in operations, administration, coordination, or reporting; capable fresh graduates may also be considered.
- Proficiency in Excel/Google Sheets and Google Calendar is essential.
- Strong English communication skills, with excellent organization, attention to detail, and follow-up capabilities.
- Ability to prepare accurate reports, manage multiple priorities, and handle confidential information responsibly.

Preferred Qualifications and Benefits

- Experience in healthcare administration, clinic scheduling, or familiarity with Australian business environments is an advantage.
- The role offers the opportunity to work closely with diverse international teams, enhancing cross-cultural communication skills.
- Working hours are full-time, on-site from 7:00 AM to 3:00 PM, including a meal break, based at DHA Phase 6, Lahore.

Performance Indicators

Success in this role will be measured by the accuracy and timeliness of operational reports, precise tracking of appointments and doctor capacity, prompt follow-up on assigned tasks, effective identification and escalation of operational issues, accurate referral tracking, efficient cross-team communication, and strict adherence to confidentiality and internal procedures.

The Operations Assistant reports directly to the Operations Manager and supports the execution of established operational procedures. This position does not involve making strategic decisions, disciplinary actions, staffing approvals, or major commercial decisions. The overall objective is to enhance operational visibility, improve appointment utilization, ensure timely task completion, and facilitate coordination to maintain efficient daily operations.

Candidates should be prepared to answer questions regarding their experience in operations or related roles, proficiency with Excel and Google Sheets (including use of filters, formulas, conditional formatting, or pivot tables), experience with task tracking or project management tools, appointment and schedule management, professional communication in English across time zones, and availability to work full-time on-site as specified.