Adminstration Assistant

JSS Medical Lab; Seremban; On-site; MYR 24,000 - 36,000; Full time

Job summary

Jora Malaysia is seeking an Administrative Assistant for the collection centre to support daily operations, documentation, and coordination with clinics, couriers, and staff. You will manage records, assist with audits, and ensure compliance with procedures.

The role requires basic qualifications and strong organizational skills, with an emphasis on accuracy and confidentiality. Collaboration with teams and effective communication are essential for smooth operations.

Qualifications

• Minimum SPM/STPM or equivalent; diploma in administration or related field is an advantage.
• Basic computer skills including Word, Excel, Outlook and OneDrive.
• Good organizational and filing skills.
• Good communication and interpersonal skills.
• Able to work independently and as part of a team.
• Attention to detail and accuracy.
• Able to maintain confidentiality.
• Previous healthcare, laboratory, or administrative experience is an advantage.

Responsibilities

• Perform daily administrative and clerical duties.
• Prepare, update, scan, file, and maintain administrative and laboratory documents.
• Maintain proper physical and electronic filing systems.
• Store documents in OneDrive or approved document management system.
• Assist with letters, memos, reports, forms, and other correspondence.
• Manage incoming/outgoing correspondence, emails, and official communications.
• Assist with data entry and updating records.
• Maintain confidentiality of patient, staff, laboratory, and company information.
• Assist laboratory staff with administrative documentation and records.
• Maintain sample collection, dispatch, courier, and report-related records.
• Prepare documents for audits, inspections, and management reviews.
• Support records according to procedures and requirements.
• Follow the laboratory's document control and retention requirements.
• Coordinate collection centre activities and document checks.
• Coordinate with laboratory/HQ on samples, dispatch, and operations.
• Report issues to supervisor and respond to routine enquiries.
• Coordinate meetings, training and staff activities.

Skills

Organizational skills

Communication

Teamwork

Attention to detail

Confidentiality

Independence

Education

SPM/STPM or equivalent

Diploma in administration or related field

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

OneDrive

Job description

Administrative Assistant for Collection Centre

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

1. Job Purpose

To provide administrative and operational support to ensure the smooth and efficient daily operation of the medical laboratory and collection centre, including documentation, records management, communication, and coordination with staff, clinics, couriers, and management.

2. Key Responsibilities

• Perform daily administrative and clerical duties.
• Prepare, update, scan, file, and maintain administrative and laboratory-related documents.
• Maintain proper physical and electronic filing systems.
• Ensure completed documents are stored in the designated OneDrive or approved document management system.
• Assist in preparing letters, memos, reports, forms, and other correspondence.
• Manage incoming and outgoing correspondence, emails, and official communications.
• Assist with data entry and updating records accurately.
• Maintain confidentiality of patient, staff, laboratory, and company information.
• Assist laboratory staff with administrative documentation and records.
• Assist in maintaining sample collection, dispatch, courier, and report-related records.
• Assist in preparing documents required for audits, inspections, and management review.
• Support the laboratory in maintaining records according to applicable procedures and requirements.
• Follow the laboratory's document control and record retention requirements.
• Assist with the administrative coordination of collection centre activities.
• Check and maintain collection centre documents and forms.
• Coordinate with the laboratory/HQ regarding sample collection, dispatch, documents, and operational matters.
• Assist in maintaining proper records for sample dispatch and courier collection.
• Report any administrative or operational issues to the person in charge.
• Communicate professionally with clinics, staff, couriers, suppliers, and other relevant parties.
• Receive and respond to routine enquiries and forward technical enquiries to the appropriate person.
• Assist in coordinating meetings, training, and staff activities.
• Ensure important information is communicated to the relevant staff in a timely manner.
• Follow the laboratory's policies, SOPs, work instructions, and quality procedures.
• Maintain accurate and complete records.
• Support compliance with ISO 15189 requirements and applicable regulatory/FOMEMA requirements.
• Report any non-conformity, missing documentation, or administrative issue to the supervisor.
• Participate in internal training and quality improvement activities when required.

3. Authority

• Access and update administrative records according to assigned responsibilities.
• Request clarification from relevant personnel when documentation or information is incomplete.
• Escalate operational, documentation, or compliance issues to the supervisor.
• Maintain confidentiality and shall not disclose patient or company information without authorization.

4. Required Qualifications and Competencies

• Minimum SPM/STPM or equivalent; diploma in administration or a related field is an advantage.
• Basic computer skills, including Microsoft Word, Excel, Outlook, and OneDrive.
• Good organizational and filing skills.
• Good communication and interpersonal skills.
• Able to work independently and as part of a team.
• Attention to detail and accuracy.
• Able to maintain confidentiality.
• Previous experience in healthcare, laboratory, or administrative work is an advantage.

5. Performance Expectations

• Accurate and timely completion of assigned administrative tasks.
• Proper maintenance and traceability of documents and records.
• Effective communication and coordination with relevant parties.
• Compliance with laboratory procedures and quality requirements.
• Good attendance, punctuality, teamwork, and professional conduct.