Assistant, Customer Service

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.