JOB DESCRIPTION : Admin Executive – Hospital Administration & Compliance

Company: NewEra Hospitals Mumbai Pvt. Ltd.
Location: Vashi, Navi Mumbai
Department: Administration
Experience: 2–5 years of relevant hospital administration experience
Qualification: Graduate in any discipline; hospital administration qualification preferred
Reporting To: Administration Head / Management

1. Job Purpose

To ensure smooth day-to-day hospital administrative operations, effective vendor management, housekeeping and security supervision, timely renewal of hospital licences, and compliance with applicable statutory and regulatory requirements.

2. Key Responsibilities

A. Vendor Management

- Coordinate with hospital vendors, contractors, and service providers.
- Manage vendor quotations, work orders, bills, service agreements, and payment follow-ups.
- Monitor vendor performance and ensure timely delivery of supplies and services.
- Maintain vendor records, contracts, AMC documents, and renewal schedules.
- Coordinate with the Finance and Purchase Departments for vendor payments and outstanding issues.

B. Housekeeping Management

- Supervise housekeeping staff and ensure cleanliness and hygiene across hospital premises.
- Conduct regular rounds of patient areas, OPD, wards, ICUs, OT, washrooms, and common areas.
- Ensure adequate manpower deployment and attendance monitoring.
- Coordinate with the housekeeping supervisor to resolve cleanliness-related complaints.
- Ensure compliance with hospital infection prevention, biomedical waste handling, and housekeeping protocols in coordination with the concerned departments.

C. Security Management

- Coordinate with the security agency and supervise security-related operations.
- Monitor security personnel attendance, duty rosters, and deployment.
- Ensure visitor control, access management, and security arrangements for patients, staff, and hospital premises.
- Maintain records of incidents, complaints, and security-related registers.




- Escalate security issues, emergencies, and breaches of hospital protocols to the appropriate authority.

D. Hospital Licence Renewal & Statutory Compliance

- Maintain a master register of all hospital licences, registrations, certificates, permits, and statutory approvals.
- Track expiry dates and initiate renewal processes well before deadlines.
- Coordinate with relevant government departments, authorities, consultants, and internal HODs for renewals and inspections.
- Maintain updated documentation for applicable licences and registrations, including:
- Hospital registration and applicable clinical establishment permissions.
- Fire safety approvals and related certificates.
- Biomedical waste authorization and compliance documentation.
- Pollution control permissions and applicable consents.
- Lift, electrical, and other applicable safety certificates.
- Other hospital-specific statutory licences, registrations, and renewals.
- Maintain compliance trackers, inspection reports, supporting documents, and renewal acknowledgements.
- Follow up on pending applications, deficiencies, observations, and corrective actions.
- Ensure timely escalation of any potential compliance gaps to management.

E. General Administration

- Handle day-to-day administrative activities and coordinate with all hospital departments.
- Maintain administrative records, files, registers, and documentation.
- Monitor maintenance complaints and coordinate with the Maintenance Department for timely resolution.
- Support internal and external audits, inspections, and administrative reviews.
- Prepare daily, weekly,



and monthly administrative reports as required.
- Ensure adherence to hospital policies, standard operating procedures, and management instructions.

3. Required Skills & Competencies

- Prior experience in hospital administration is essential.
- Practical knowledge of vendor handling, housekeeping, and security management.
- Understanding of hospital licences, renewals, and statutory compliance documentation.
- Good coordination, communication, and follow-up skills.
- Solid documentation, record-keeping, and reporting abilities.
- Proficiency in MS Excel, Word, email, and basic computer applications.
- Ability to manage multiple responsibilities and meet strict deadlines.
- Proactive approach, problem-solving ability, and attention to detail.

4. Key Performance Indicators (KPIs)

- Timely renewal of applicable hospital licences and statutory approvals.
- Accuracy and completeness of compliance documentation.
- Effective monitoring of vendor services and pending payments or documents.
- Maintenance of housekeeping standards and resolution of cleanliness complaints.
- Effective security staff deployment and timely closure of security-related issues.
- Timely closure of administrative complaints and maintenance requests.
- Readiness for audits and inspections, with records maintained in an organized manner.

5. Candidate Profile

The ideal candidate should have hands-on experience in hospital administration and be capable of independently coordinating vendors, housekeeping, security, and licence renewal activities. The candidate must be organized, responsible, proactive, and capable of ensuring timely completion of administrative and compliance-related tasks.

Note: The candidate should have practical hospital experience, preferably in a multispecialty hospital, with exposure to statutory documentation and licence renewal processes.

Pay: ₹30,000.00 - ₹40,000.00 per month

Work Location: In person

📌 Sr. Admin Executive (Vashi)
🏢 NewEra Hospitals Mumbai
📍 Vashi