Front Desk cum Admin Assistant (Dental Laboratory)

Grand Align Sdn Bhd; Kuala Lumpur; On-site; MYR 30,000 - 45,000; Full time

Job summary

A dental laboratory in Kuala Lumpur is looking for a Dental Laboratory Front Desk Receptionist/Coordinator to manage cases and ensure efficient communication between the laboratory and dental practices. The role requires excellent customer service skills and strong organizational abilities, alongside a basic knowledge of dental procedures. Ideal candidates will have front desk experience and proficiency in Microsoft Office. This position offers a dynamic environment with diverse interactions and responsibilities.

Qualifications

• Previous experience in a dental clinic, medical office, or laboratory setting is preferred.
• Prior front desk/receptionist experience is a must.
• Basic knowledge of dental terminology and procedures is highly advantageous.

Responsibilities

• Receive, inspect, and register incoming dental cases.
• Manage logistics for delivery and collection of cases.
• Serve as primary contact for dentists and clinic staff.
• Prepare invoices and process payments.

Skills

Excellent communication skills

Strong organizational skills

Microsoft Office proficiency

Customer service focus

Education

High school diploma or equivalent

College degree or relevant certification

Job description

Grand Align Sdn Bhd – Kuala Lumpur, Kuala Lumpur

As the first point of contact for our clients, the Dental Laboratory Front Desk Receptionist/Coordinator plays a pivotal role in ensuring smooth and efficient operations between the laboratory and dental practices. This role requires a blend of excellent customer service, strong organizational skills, and a basic understanding of dental laboratory procedures to manage cases, inquiries, and administrative tasks effectively.

Key Responsibilities

• Case Management and Logistics
  • Receive and Register Cases: Accurately receive, inspect, and register incoming dental impressions, models, and prescriptions from dental clinics.
  • Logistics Coordination: Coordinate the daily delivery and collection of cases (both incoming and completed outgoing) with courier services or clinic representatives.
  • Record Keeping: Maintain detailed and accurate records of all cases received, their status within the lab, and final delivery dates, ensuring compliance with quality and regulatory standards.
  • Prescription Interpretation: Read and interpret dental prescriptions and work orders to ensure all specifications are recorded correctly and relayed to the technical team.
• Communication and Customer Service
  • Client Liaison: Serve as the primary contact for dentists and clinic staff, handling inquiries, providing updates on case status, and addressing any concerns professionally.
  • Answering Phones/Emails: Manage all incoming communications (phone calls, emails, walk-ins) promptly and direct them to the appropriate laboratory personnel if needed.
  • Problem Solving: Proactively address and resolve issues related to cases, schedules, or logistics in collaboration with the lab manager and technical team.
  • Communication Flow: Relay messages efficiently between the technical team and dental professionals to ensure everyone is on the same page regarding treatment plans and needs.
• Administrative Support
  • Invoicing and Payments: Prepare invoices, process payments, and assist with billing inquiries related to laboratory services.
  • Inventory Management: Monitor stock levels of front office and basic lab supplies (e.g., impression boxes, lab forms, office supplies) and place orders when necessary.
  • Data Entry: Input data accurately into the laboratory management software or electronic health record (EHR) systems.
  • General Administration: Assist with general administrative duties, such as filing, organizing documentation, and maintaining a clean and organized reception area.

Requirements

• Experience Previous experience in a dental clinic, medical office, or laboratory setting is preferred. Prior front desk/receptionist experience is a must.
• Education A high school diploma or equivalent is required; a college degree or relevant certification is a plus.
• Knowledge Basic knowledge of dental terminology, procedures, and materials is highly advantageous.
• Skills
  • Excellent communication skills, both verbal and written (proficient in English and Bahasa Malaysia; other languages a bonus for Malaysia's diverse market).
  • Strong organizational skills and exceptional attention to detail.
  • Proficiency in Microsoft Office (Word, Excel, Outlook) and the ability to quickly learn new dental practice/laboratory management software.
  • Ability to multitask, prioritize tasks, and work effectively in a fast-paced environment.
  • Strong customer service focus with an empathetic and professional demeanor.