Operations Manager — Hibiscus Counselling

Location: Adyar, Chennai (in-person)

Type: Full-time

Reports to: Founder / Clinical Director

Compensation: ₹[25,000–35,000]/month

About Hibiscus

Hibiscus Counselling is a relationship and family counselling practice in Adyar. We work with couples, families, and individuals, in a warm, private space that feels closer to a living room than a clinic. That warmth is the whole point, and it's the thing that sets us apart.

We're a small team, and we're growing. As we do, we're separating the work of caring for clients from the work of keeping the practice running smoothly, so our counsellors can focus on the room, and someone brilliant can focus on everything around it.

That someone is you.

The role, in one line

You are the person who is always there — the calm, warm, organised centre of the practice that keeps everything moving and makes every client feel looked after from their very first message.

What you'll actually do

Look after every person who reaches out

- Be the first response to every enquiry, WhatsApp, Instagram, email, phone, warmly and promptly
- Answer the anxious first-timer with patience; often you're the reason someone feels secure enough to book
- Guide people through their first steps: what we do, how it works, how to begin
- Follow up gently with people who reached out and went quiet

Run the calendar

- Manage bookings across a team of counsellors with different availability
- Match each client to the right counsellor and the right time
- Handle rescheduling, reminders, cancellations, and waitlists
- Keep sessions spaced so the space stays private and unhurried

Keep the practice's money tidy
- Take payments, send invoices and receipts, track packages
- Follow up on pending payments kindly but clearly
- Prepare the monthly session count for each counsellor

Care for the records and the space
- Keep client records,



consent forms and intake documents organised and secure
- Make sure the room is warm, clean and ready before every session
- Manage supplies and the little things that make the space feel cared for

Keep us honest with ourselves
- Track the numbers each week — enquiries, bookings, sessions held, follow-ups
- Notice patterns and flag anything worth our attention

Who you are

- Warm with strangers. You make people feel at ease quickly, especially people who are nervous or vulnerable. This matters more than any other single thing.
- Genuinely organised. You like systems, you don't drop details, and you can hold a lot of moving parts without losing calm.
- A clear, kind communicator in English and Tamil, in writing and on the phone.
- Discreet and trustworthy. You'll handle sensitive personal information every day and treat it with the seriousness it deserves.
- Self-directed. You can run your own day without being chased, and you take ownership of problems.
- Comfortable with everyday tech — WhatsApp Business, Google Workspace, scheduling and booking tools. You don't need to be technical, just capable and willing to learn.

Experience we'd love (but will trade for the right person)

Front-office, hospitality, clinic or client-coordination experience is ideal, hotel front desk, a doctor's or dentist's practice, a spa or salon, or premium retail or concierge work. If you've been the warm, organised face of a place people walk into, you'll recognise this job.

We care far more about temperament than about a specific CV. If you're warm, organised and reliable, we can teach you the rest.

Please note

This is an operations and client-care role, not a clinical one. You won't be providing counselling, and it's not a stepping stone into a therapist position here. It's its own craft — and if running a warm, well-ordered practice is the work you want to be great at, you'll love it.

📌 Operations Manager (Chennai)
🏢 Hibiscus Counselling
📍 Chennai