Front Desk Assistant

Job Summary The Administrative Clerk cum Receptionist is responsible for providing general administrative and clerical support to ensure the smooth daily operations of the company. The role serves as the first point of contact for patients, visitors, suppliers and other external parties, while assisting with front-desk management, telephone enquiries, documentation, filing and other administrative duties. The successful candidate should be organised, professional, approachable and capable of handling multiple tasks efficiently while maintaining a welcoming and professional environment for the company. Key Responsibilities A. Reception and Front Desk Management - Welcome and attend to patients, visitors, suppliers and other guests in a professional and courteous manner. - Answer incoming telephone calls, respond to general enquiries and direct calls to the appropriate departments or personnel. - Receive, record and distribute incoming mail, parcels, documents and deliveries. - Manage visitor registration and notify relevant staff of visitors' arrivals. - Maintain a clean, organised and presentable reception area. - Assist with appointment coordination and basic enquiries, referring clinical or technical questions to the relevant personnel. B. General Administrative and Clerical Support - Perform daily clerical duties, including data entry, document preparation, photocopying, scanning, printing and filing. - Maintain accurate physical and electronic records, ensuring documents are properly organised and accessible. - Assist in preparing letters, forms, reports, labels and other administrative documents as required. - Monitor and replenish office stationery and other administrative supplies. - Assist with the handling and tracking of documents, deliveries and other office-related matters. - Provide administrative support to the HR, finance, sales and clinical teams when required. C. Patient and Customer Service Support - Assist patients and visitors with general information and direct them to the appropriate personnel or service areas. - Handle general enquiries professionally and escalate complaints or matters requiring further attention to the relevant staff. - Maintain confidentiality when handling patient information, company documents and other sensitive records. - Demonstrate patience, courtesy and professionalism when dealing with patients, including elderly individuals and persons with disabilities. D. Office Operations and Other Duties - Assist in maintaining an orderly and efficient office environment. - Coordinate with internal departments to ensure smooth communication and administrative workflow. - Assist with stock checks, document collection, dispatch arrangements and other routine office tasks. - Perform any other reasonable administrative duties assigned by the immediate superior or Management. Requirements Job Requirements - Minimum SPM or equivalent qualification. - A certificate or diploma in Business Administration, Office Management or a related field is an advantage. - Fresh graduates are encouraged to apply. - Previous experience in administration, reception or customer service will be an added advantage. - Basic computer proficiency, including Microsoft Word, Excel, email and document management. - Good verbal and written communication skills in Bahasa Malaysia and English. - Good organisational skills, attention to detail and the ability to manage multiple tasks. - Friendly, presentable and professional, with a customer-oriented attitude. - Able to work independently and as part of a team. - Responsible, punctual, willing to learn and able to maintain confidentiality. - Able to commence work for the full six-month contract period. Key Competencies - Communication and interpersonal skills - Customer service and telephone etiquette - Administrative and organisational skills - Accuracy and attention to detail - Time management and task prioritisation - Professionalism and confidentiality - Teamwork and adaptability Contract Terms This is a fixed-term employment position for six (6) months, subject to the terms and conditions stated in the employment contract. Any extension or renewal of the contract will be subject to the company's operational requirements and Management's approval. Performance Expectations The employee is expected to maintain a professional and welcoming front desk, handle administrative tasks accurately and promptly, provide courteous service to patients and visitors, maintain proper documentation and support the smooth daily operations of the company.