Job description
KEY RESPONSIBILITIES
- Handle daily customer and hospital requests efficiently and professionally.
- Liaise with KPJ hospitals and maintain good working relationships with hospital representatives.
- Coordinate closely with customers to ensure timely fulfillment of orders.
- Process and monitor purchase orders in accordance with stipulated timelines.
- Notify hospital personnel on short-expiry items and obtain approval prior to invoicing.
- Update order and item status accurately in the Maxisoft system.
- Monitor and follow up on daily and monthly outstanding orders with relevant departments.
- Promote alternative items for outstanding or unavailable orders when applicable.
- Prepare and submit accurate outstanding order reports as required.
- Maintain proper documentation and records for audit and compliance purposes.
- Support customer service operations to ensure smooth daily workflow.
- Monitor consignment stock holding days and assist in inventory follow-up.
- Coordinate with internal departments to ensure prompt order fulfillment.
- Attend to customer enquiries, complaints, and meetings, and assist in coordinating timely resolutions.
- Ensure daily preparation of EDI invoices for KPJ hospitals.
- Assist in resolving stock variance in coordination with relevant departments. OTHER RESPONSIBILITIES:
- To participate actively in any other new service introduced by the organization.
- Comply with Company Policies, Health and Safety Policies.
- Ensure conformance to all policies and procedures of ISO 9001:2015, ISO 14001:2015, OHSAS 18001:2015, GDPMP & ISO 13485:2015.
- Ensure adherence to KPJ's Core Value at all times.
- Ensure adherence to related legal requirements.
- Provide processes that support patients’ and family rights during care regardless of age, race, language, religion, and social status. JOB REQUIREMENT: Education: Minimum SPM / Diploma in Business Administration, Customer Service, or related field. Knowledge and Experience:
- Minimum 2 years of experience in customer service, administrative, or order processing roles. Skills & Competencies: Flexible, good communication skills, ability to maintain good relationship with all level of staffs, productive, ability to produce accurate and thorough quality of work, resilient/ resourceful under pressure, display confidence, positive thinker, high discipline, cooperative, responsible, reliable, dependable, and high integrity. Analytical and data-driven; able to manage KPIs, dashboards, and performance metrics.