Admin Assistant
Job Summary
The Admin Assistant manages front desk operations and provides administrative support for a hearing care clinic. Responsibilities include handling customer inquiries, managing documentation, and assisting with hearing aid services. The role requires coordination with medical staff and maintaining clinic records to ensure smooth daily operations.
Responsibilities
- Manage front desk and scheduling
- Prepare invoices and sales reports
- Maintain clinic records and databases
- Oversee inventory of clinic supplies
- Support hearing aid fitting sessions
Required Skills
- SPM/STPM qualification
- Administrative experience
- Microsoft Office proficiency
- Customer service skills
- Healthcare industry knowledge
Job Details
Responsibilities:
- Oversee front desk activities including scheduling appointments and addressing customer inquiries for hearing assessments, fittings and follow-up visits.
- Efficiently manage administrative duties and documentation, ensuring accurate filing and record maintenance.
- Provide assistance to customers with hearing aids, accessories, batteries and other hearing care products.
- Accurately prepare quotation, invoices, receipts, delivery orders and sales report.
- Keep customer records, hearing test reports, warranty details and databases up to date.
- Collaborate with audiologists and technicians to facilitate daily clinic and laboratory operations.
- Follow up with customers about appointments, hearing aid servicing repairs and warranty claims.
- Oversee inventory management of hearing aids, earmolds, batteries and clinic supplies.
- Process payments and ensure proper financial and sales record-keeping.
- Maintain confidentiality and proper handling of patient information and medical records.
- Coordinate with HQ and couriers for order processing deliveries and inventory replenishment.
- Assist in hearing aid fitting sessions by preparing devices, accessories and necessary documentation.
- Ensure cleanliness and organization of the reception consultation and laboratory areas.
- Contribute to promotional activities, customer retention initiatives and clinic events.
- Professionally manage telephone calls, emails, WhatsApp inquiries and walk-in customer support.
- Facilitate smooth daily operations and provide administrative support to the hearing care team.
Requirements:
- Minimum SPM/STPM qualification; candidates with a Diploma in Business Administration or related field will have an added advantage.
- Proven experience as an Administrative Assistant, Office Assistant, or similar administrative role.
- Experience in the healthcare industry will be an added advantage.
- Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
- Positive attitude, responsible, and willing to learn.