Operations Administrator

Previvo is Winnipeg’s first Longevity Clinic, delivering modern wellness through advanced diagnostics, functional medicine, recovery therapies, and personalized care. We help people live stronger, longer, and more vibrant lives.

We’re seeking a hands-on Operations Admin with experience in healthcare settings, ideally someone who has worked directly with electronic medical records (EMR systems such as Accuro) and understands the importance of exceptional patient care and clinical flow.

This role is perfect for a candidate who thrives in a fast-paced clinical environment—balancing operational precision with genuine compassion.

As the Operations Admin, you’ll be the nucleus of everything Previvo: supporting the leadership team, guiding the daily flow of the clinic, and being the calm, capable presence our team and patients can count on. You’ll serve as the ambassador for the Previvo experience, making sure every detail reflects the care, precision, and excellence we stand for. This role is built for someone who thrives on trust, responsibility, and being the one everyone turns to when it matters most.

Key Responsibilities:Clinic Operations & Flow

• Open and close the clinic daily—ensuring a polished, organized, and welcoming environment.
• Own day-to-day service flow: patient check-in, room transitions, schedule coordination, provider support.
• Troubleshoot scheduling issues, cancellations, and rescheduling with ease and professionalism.
• Use EMR (Accuro) to manage bookings and ensure clinic flow stays on track.
• Continuously monitor and refine workflows to increase efficiency, reduce costs, and improve service quality.
• Step in at the front desk when needed—phones, greetings, service overviews.

Sales & Service Growth

• Act as the front-facing representative of Previvo—welcoming patients, educating them about our longevity programs, and ensuring each visit feels personalized and engaging.
• Learn and confidently speak about Previvo’s services, including Hormone Optimization, Recovery Room therapies, VO₂ Max and DEXA testing, and our Previvo360 Longevity Program.
• Support internal sales by identifying patient needs, recommending upgrades or complementary services, and assisting with package renewals and memberships.
• Maintain professionalism and empathy at all times, building trust that naturally drives long-term patient relationships and clinic growth.

Patient Experience & Onboarding

• Welcome new clients and guide them through onboarding, service timelines, and expectations.
• Answer in-person questions about services (IV, programs, recovery room, massage, diagnostics).
• Support service upgrades and internal sales through confident, informed conversations.
• Ensure patients feel supported, heard, and cared for throughout their visit.

Team Oversight & Scheduling

• Supervise receptionists, health concierges, massage therapists, and general support staff.
• Support team scheduling and shift management—ensuring full coverage and smooth transitions.

Vendor & Supply Management

• Track and reorder all clinic inventory: IV supplies, skincare, supplements, admin tools, etc.
• Receive and organize deliveries, maintain accurate inventory logs.
• Coordinate with service providers for cleaning, equipment repair, and facility needs.

Compliance & Quality Standards

• Maintain hygiene, cleanliness, and operational safety throughout the clinic.
• Enforce SOPs across all service and reception areas.
• Keep records of maintenance, sanitation, and compliance checks.

Event & Partnership Execution

• Assist in running soft launch events, VIP days, workshops, and promotional activations.
• Coordinate on-site logistics, guest flow, and post-event clean-up.
• Act as Previvo’s in-person representative during events—warm, professional, informed.
• Serve as the contact point for local partners and wellness collaborators.
• Support light content creation by assisting with social media filming and event coverage.

KPI Management & Data Reporting

• Set up key performance indicators (KPIs) across service lines and teams.
• Compile and deliver reports to senior leadership with analysis and recommendations.
• Drive improvements based on operational and patient satisfaction data.

HR Support

• Complete new hire checklists, document checks, and team integration (uniforms, training schedules).
• Maintain up-to-date employee files and coordinate with leadership on admin follow-ups.
• Be the go-to contact for all new hires during their first weeks at Previvo.

Ideal Candidate Profile

• 3+ years of experience in wellness, spa, medical, or hospitality operations.
• Familiarity with EMRs (Accuro is a bonus).
• Excellent communicator—clear, warm, and professional.
• Experience juggling roles in operations, client experience, and sales support is a strong asset.
• Comfortable working on-site full-time, including some weekends or early evenings.
• Graceful under pressure. Discreet, dependable, and committed to a luxury-level experience.