Job Description

Office & Operations Manager

 

Location: Nicosia, Cyprus

Reports To: Managing Director

Clinic: Pedieos IVF Center & Aphrodite Egg Bank

 

Role Overview

 

We're looking for a high-energy, multifaceted Office & Operations Manager to serve as the backbone of our premier IVF and Egg Bank clinic. This is not a "desk-only" role; you'll be the Clinic Director's right hand, tasked with everything from high-level strategic scaling to the granular details of office organization.

 

You'll be responsible for ensuring our departments — clinical, administrative, and laboratory — collaborate like a well-oiled machine, and for optimizing the patient journey. Just as importantly, you'll own the day-to-day feel of the place: we want someone who can walk in, read the room honestly, and turn a tense or flat atmosphere into one where people genuinely enjoy coming to work. That means both the physical space — making it warmer, more organized, more welcoming — and the culture within it.

 

Core Responsibilities

1. Strategic Operations & Efficiency

• Process Engineering: Audit existing workflows to ensure seamless collaboration between departments.
• Tech Integration: Audit current software usage; research and implement new digital solutions to automate tasks and increase efficiency.
• IT & Infrastructure: Oversee all tech needs, including the installation of a new phone system designed to drastically reduce patient call waiting times.
• Supply Chain: Source more cost-effective suppliers for medical and office goods to optimize the clinic's overhead.
• Stock Management: Proactively oversee stock levels for medications and medical supplies and make future planning.

2. People, Culture & Team Leadership

• Nursing Management: Directly manage the nursing team, ensuring clinical roles are performed accurately and protocols are followed.
• Recruitment: Lead the hiring process for new administrative and clinical staff.
• Culture Reset: Proactively identify sources of tension or negativity on the team and address them head-on — through clearer communication, fairer processes, or simply making day-to-day interactions better. This is a real mandate, not a checkbox.
• Recognition & Morale: Build small, consistent rituals that make people want to show up — recognition moments, informal check-ins, celebrating wins.
• Patient Experience: Actively manage patient reviews and feedback. Investigate complaints and implement systemic fixes to prevent recurrence.
• Culture & Training: Organize workshops on patient communication, inter-departmental collaboration, and conflict resolution.

3. Project Management & Events

• Expansion: Lead the search for new office space and manage the transition/fit-out.
• Interior Design & Ambiance: Select and oversee the installation of new office furniture and updated clinic signage — with an eye for lighting, greenery, and small touches that make the space feel warm and welcoming, not just tidy.
• ESHRE Conference: Full-scale organization and logistics for the clinic's presence at the ESHRE conference.
• Company events & Socials: Design and execute the clinic's events, plus recurring staff team building activities (sports, activities, weekend training retreats).

4. Facilities & Logistics

• Physical Organization: Overhaul all storage systems, including office cupboards, the filing system, and the basement storage unit.
• Staff Comfort: Upgrade the break room, kitchen area, and everyday amenities so the space feels good to work in, not just good to look at.
• Donor Logistics: Source and manage local apartments/accommodations for our egg donors.
• Facility Care: Manage cleaning supplies, shipment reception, and specialized medical waste management protocols.

Candidate Requirements

 

 

Key Success Indicators

• Efficiency: Reduced call waiting times and lower supply costs.
• Patient Satisfaction: An upward trend in positive reviews and successful complaint resolution.
• Culture: A measurably better vibe — fewer unresolved conflicts, more staff-initiated ideas, improved retention, and positive feedback on team-building efforts.
• Environment: A warm, well-organized space that feels good to both staff and patients, and reflects our 40-year legacy of excellence.

Why Join Us?

 

This role offers a unique blend of creative freedom — designing our new space and shaping how our team feels about coming to work — and real operational authority. You'll play a pivotal role in a clinic that creates families, working directly with leadership to shape the next 40 years of our success.

 

Aphrodite Egg Bank is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
 

How to Apply

Please submit your resume and a cover letter explaining why you're the right fit for this role — we're especially interested in hearing about a time you spotted an opportunity and ran with it — to strokoudes@aphroditeeggbank.com.

 

Soft Skills

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About Company

Pedieos IVF Center and Aphrodite Egg Bank

Pedieos IVF Center has been a pioneer in IVF Treatment, Embryo Development and Egg Freezing in Cyprus. Established in 1986 by Dr. Krinos M. Trokoudes M.D., F.R.C.P. (C), our center has had a tremendous influence on the field of reproductive medicine in both Cyprus and Greece. With more than 30 years of experience, we offer state of the art procedures and the very latest advancements in the field of Assisted Reproductive Technology. Pedieos IVF Center is a fully accredited Daycare Clinic from the Government of Cyprus and fully licensed as a Tissue Establishment by the European Union Tissues & Cells Directive. Pedieos IVF Center is located in the heart of the capital Nicosia, Cyprus. Aphrodite Egg Bank is an international egg bank with donors from all across the world. We cryopreserve and store eggs that are then shipped to couples around the world to help them with their fertility journey.