VISA AND TRAVEL AVAILABILITY ARE REQUIRED

Job Description:
The Operations Coordinator manages procurement, vendor coordination, documentation systems, and facilities operations across all US markets. This role oversees company ordering and inventory management, maintains accurate financial documentation, develops comprehensive operational procedures and training materials, manages regional equipment repair operations, and drives automation and efficiency initiatives. The Operations Coordinator ensures critical systems and processes are organized, accessible, and compliant while providing back-end support to enable seamless operations across all company locations.

Key Responsibilities & Scope:

1. Procurement & Ordering Management:

- Coordinate ordering supplies for clinic/facility locations.
- Vendor Communication: Maintain regular communication with vendors on order status as needed to resolve any issues.

2. Financial Tracking & Documentation:

- Credit Card Transaction Tracking: Monitor and record all credit card transactions with proper categorization.
- Financial Record Keeping: Maintain accurate records of all financial transactions for audit purposes.
- Invoice Management: File and organize all vendor invoices and receipts; track and process all invoices for repairs and services from start to finish.
- Invoice Verification: Verify that invoices match services performed and comply with contractual terms.

3. Standard Operating Procedures & Documentation:

- Process Documentation: Create and maintain comprehensive SOP documentation for all equipment repair procedures, ordering processes, and operational procedures.
- Document Library: Build and organize centralized document library accessible to all team members; ensure all critical documents are organized and easily retrievable.
- Training Materials: Develop training materials based on documented procedures for team onboarding.




- Ensure all procedures meet compliance requirements and are audit-ready; maintain organized records for audit purposes.

4. Equipment and Facility Repairs

- Oversee equipment repair operations across all US markets.
- Coordinate repair schedules and assignments across all regional locations.
- Equipment Availability: Ensure zero equipment downtime on patient days; resolve issues before scheduled appointments.
- Maintain communication between regions and coordinate complex repairs.
- Emergency Response: Respond to urgent equipment issues and coordinate emergency repair response.
- Ticket System Proficiency: Gain and maintain proficiency in facilities' ticket system for various service requests.
- Backup Support: Develop and provide backup support for ticket management and vendor coordination when team members are unavailable.

5. Team Training

- Ongoing Coaching: Provide continued guidance and coaching to the team on technique and troubleshooting.
- Skill Development: Identify training needs and create development plans for team advancement.

6. Vendor Management

- Vendor Log Maintenance: Keep master vendor log current and updated.

Required Qualifications:

- 3+ years of operations, facilities management, or administrative support experience.
- Strong organizational and project management skills with ability to manage multiple priorities.
- Proficiency with Microsoft Office Suite and ability to learn new software systems quickly.
- Excellent written and verbal communication skills.
- Ability to work independently and take initiative while following established procedures.
- Strong attention to detail and commitment to accuracy in financial tracking and documentation.
- Experience with vendor management and procurement processes preferred.
- Experience with process documentation and standard operating procedure development preferred
- Visa – Ability to travel to the US occasionally.

Job Types: Full-time, Permanent

Pay: From $22,000.00 per month

Language:

- fluent English (Required)

Willingness to travel:

- 25% (Required)

Work Location: In person

📌 Facilities Operations (Playas De Tijuana)
🏢 USA Clinics Group
📍 Playas De Tijuana