Lab Administrative Executive

ALPHA INTERNATIONAL WOMEN'S SPECIALISTS SDN BHD; Petaling Jaya; On-site; MYR 42,000 - 65,000; Full time

Benefits offered by this job

Employee Health and Wellness Benefits

Performance Bonus & Merit Increment

Employee Insurance

Parking Subsidy

Long Service Awards

Shoes Reimbursement for Operations

Job summary

ALPHA IVF & Women's Specialists is seeking a detail‑oriented Admin Assistant to manage invoices, data entry, and file organization in our Kota Damansara lab. You will handle patient billing, scheduling, and documentation with a focus on accuracy and confidentiality.

Requirements include a Diploma in Accounting/Finance, proficiency in Word/Excel, and Mandarin reading/speaking ability. This is an on‑site role offering room for growth and a supportive team environment.

Qualifications

• Diploma in Accounting, Finance, Business Administration or equivalent are required.
• Have experience in invoicing and payment collection.
• Knowledge in Email, Microsoft Word and Excel. Ability to use basic office equipment.
• Must be able to enter data into database system accurately and efficiently, paying close attention to detail with minimal chance for errors.
• Organized with a strong ability to multi-task, prioritize, have strong attention to detail, and a strong ability to utilize time efficiently.
• Have good customer service skills, exhibiting courteous, compassionate, and respectful treatment of internal and external customers at all times.
• Display a positive attitude and flexibility in changing situations.
• Good communication skills (both written and verbal). Read/speak Mandarin.

Responsibilities

• Monitor and issue invoices to patients on embryo & gamete freezing maintenance dues.
• Follow-up with patients on outstanding invoices.
• Maintain and filing of all lab related folders, embryology documents, procedures sheets and reports.
• Scan all patients' embryology documents into electronic folders.
• Answer phones, directing all phone calls to the appropriate resource.
• Assist embryo scheduling and necessary paperwork for embryo/gamete shipment.
• Liaise with lab cleaner to ensure lab cleanliness.
• Responsible for upkeep & purchasing of lab office supplies such as stationery, paper towels, plastic bags, and lab tissue papers.
• Coordinate with lab purchasing staff for submitting purchase approvals, collecting delivery orders and invoices, and submitting documents to finance.
• Follows all laboratory safety rules and reports any possible hazards to Scientific Director.
• Other duties as assigned.

Skills

Invoicing

Payment collection

Data entry

Customer service

Mandarin

Education

Diploma in Accounting/Finance/Business Admin

Tools

Email

Microsoft Word

Microsoft Excel

Job description

Monitor and issue invoices to patients on embryo & gamete freezing maintenance dues. Follow-up with patients on outstanding invoices.

Maintain and filing of all lab related folders, embryology documents, procedures sheets and reports.

Scan all patients' embryology documents into electronic folders.

Answer phones, directing all phone calls to the appropriate resource.

Assist embryo scheduling and necessary paperwork for embryo/gamete shipment.

Liaise with lab cleaner to ensure lab cleanliness.

Responsible in the upkeep & purchasing of lab office supplies such as stationery, paper towels, plastic bags, and Andrology Lab tissue papers etc.

To coordinate with lab purchasing staff for submitting purchase approvals, collecting delivery orders and invoices, and submitting documents to finance.

Follows all laboratory safety rules and reports any possible hazards to Scientific Director.

Other duties as assigned.

JOB SPECIFICATION:

Diploma in Accounting, Finance, Business Administration or equivalent are required.

Have experience in invoicing and payment collection.

Knowledge in Email, Microsoft Word and Excel. Ability to use basic office equipment.

Must be able to enter data into database system accurately and efficiently, paying close attention to detail with minimal chance for errors.

Organized with a strong ability to multi-task, prioritize, have strong attention to detail, and a strong ability to utilize time efficiently.

Have good customer service skills, exhibiting courteous, compassionate, and respectful treatment of internal and external customers at all times.

Display a positive attitude and flexibility in changing situations.

Good communication skills (both written and verbal). Able to read and speak Mandarin.

Excellent interpersonal skills and the ability to work with others.

Able to exercise discretion in handling confidential matters.

Alpha IVF & Women's Specialists is set up and run by leading doctors and embryologists responsible for numerous fertility firsts both in the region and worldwide. This purpose built advance fertility centre located in Kota Damansara, Selangor, Malaysia is equipped with the latest full range of fertility treatment options including PGD, CGH, Egg Donation and Therapeutic Laproscopy.

As the name Alpha suggests, doctors and staff at Alpha IVF & Women's Specialists have successfully innovated numerous fertility treatment procedures that have led us to achieve many firsts.In addition to achieving many fertility firsts in Malaysia and Singapore, we have also achieved / innovated many world firsts.

Alpha IVF & Women's Specialists is set up and run by leading doctors and embryologists responsible for numerous fertility firsts both in the region and worldwide. This purpose built advance fertility centre located in Kota Damansara, Selangor, Malaysia is equipped with the latest full range of fertility treatment options including PGD, CGH, Egg Donation and Therapeutic Laproscopy.

As the name Alpha suggests, doctors and staff at Alpha IVF & Women's Specialists have successfully innovated numerous fertility treatment procedures that have led us to achieve many firsts.In addition to achieving many fertility firsts in Malaysia and Singapore, we have also achieved / innovated many world firsts.

Perks and benefits Employee Health and Wellness Benefits Performance Bonus & Merit Increment Employee Insurance Various Leave Entitlements Provided Parking Subsidy Long Service Awards Shoes Reimbursement for Operations Staff Work Life Balance