Office Incharge

Job Description – Office In Charge

Department Operations

Location Ernakulam

Reports to Lab Manager

Date of creation: Version: 1

Prepared by: GatewaysGlobal Approved by

PURPOSE OF THE ROLE

The Office In\-Charge (Head Office) ensures the Head Office runs smoothly as the administrative and

facilities backbone for Medivision’s Kerala operations. In addition to daily admin and maintenance,

the role supports a multi\-centre diagnostic network (NABL/ISO focus, and helps maintain audit\-ready

documentation and environment at HO.

KEY RESPONSIBILITIES

1\. Day\-to\-day office administration

a. Oversee front desk/reception, housekeeping, pantry, and HO support staff; set daily

rosters and ensure shift handovers are clean and timely.

b. Manage visitor reception, appointment desk for clinical and corporate visits, and

coordinate meeting/boardroom logistics.

c. Enforce office discipline, dress/ID policy, and professional standards at HO.

2\. Facilities, equipment \& utility management

a. Ensure reliable functioning of power systems (UPS, generator), HVAC/airconditioning,

water, lighting, lifts (if any), plumbing and waste disposal.

b. Maintain service/maintenance schedules (AMCs) for critical equipment and ensure

timely servicing and renewal of AMCs.

c. Coordinate preventive maintenance and manage breakdown escalations to vendors

until closure.

3\. Vendor \& service management

a. Manage vendors for housekeeping, pest control, pantry supplies, security,

AC/electrical maintenance, and cleaning consumables.

b. Maintain vendor contracts, monitor SLA delivery, process invoices, and escalate

service quality issues.

c. Track and ensure timely renewal of AMCs and statutory certificates related to the

building/HO services.

4\. Audit\-ready documentation \& NABL/ISO support

a. Maintain HO records relevant to quality/accreditation (service logs, maintenance

records, visitor logs, safety checks, device/asset inventories).

b. Support Quality / QA team during internal \& external audits by producing facilities

documentation and evidence of preventive maintenance and safety checks.

c. Coordinate with QA/Quality Manager teams to ensure HO environment and records

conform to NABL/ISO expectations.

5\. Operational coordination with labs \& logistics

a. Liaise with lab/technical teams, logistics and the collection operations (e.g.,

sample/courier coordination) to ensure readiness for pickups and handovers at HO.

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b. Coordinate with IT/SLIMS point\-of\-contact for any basic IT or connectivity issues that

impact lab operations or admin systems (meeting room AV, printers, networked

devices).

c. Maintain a clear escalation matrix for urgent operational issues (power outage,

courier failures, sample storage incidents).

6\. Asset, inventory \& consumables control

a. Maintain HO asset register (furniture, devices), consumable stocks (stationery,

pantry items, PPE, cleaning supplies) and conduct periodic physical verification.

b. Raise purchase requests, coordinate with procurement/accounts for purchases and

ensure proper invoice/document filing.

7\. Safety, hygiene \& emergency readiness

a. Ensure fire safety equipment, emergency exits, first\-aid kits, and signage are in place

and tested at required intervals.

b. Coordinate periodic safety drills, basic emergency preparedness and ensure

compliance to statutory checks (electrical, firefighting systems).

c. Maintain records of incidents, corrective actions and preventive measures.

8\. Support for events \& corporate clients

a. Prepare the HO for trainings, management reviews, corporate client visits and townhalls

(arrange logistics, seating, catering).

b. Ensure meeting rooms and training rooms are prepared and equipped, and that

housekeeping/food arrangements meet corporate expectations.

9\. Reporting \& documentation

a. Maintain a daily admin log and weekly facilities report for Management (issues

logged, vendor activity, pending breakdowns, AMC renewals).

b. Maintain registers for vendor contacts, warranties, service history and HO

compliance documents.

Additional Expectations

1\. Willing to travel regularly across all Medivision centres.

2\. Flexibility to handle urgent business needs that may arise outside regular office hours.

3\. Commitment to fostering a positive, ethical, and high\-performance work culture.

4\. Maintain confidentiality and professionalism at all times.

5\. Uphold Medivision’s standards of service and ethical values.

Pay: ₹15,000\.00 \- ₹20,000\.00 per hour

Work Location: In person