Office Assistant

HireHub; Kuala Lumpur; On-site; MYR 45,000 - 76,000; Full time

Benefits offered by this job

EPF

SOCSO

Annual Leave

Medical Leave

Health Insurance

Medical & Hospitalisation Leave

Training Provided

Allowance Provided

Job summary

HireHub in Kuala Lumpur is seeking a professional front desk guest services associate for our healthcare wellness centre. You will welcome members, manage arrivals and departures, and coordinate with the team to ensure a smooth experience for premium members.

Key duties include handling appointments, responding to calls and enquiries, processing payments, maintaining accurate records, and supporting VIP guests with personalized assistance.

Qualifications

• Face-to-face customer service experience is required.
• Strong interpersonal and communication skills are essential.
• Highly organised, composed under pressure and attentive to detail.
• Comfortable handling payments and financial transactions accurately.
• Competent with computers, appointment/booking systems and basic spreadsheets.
• Professional, polished and well presented.
• Fluent in English and Bahasa Malaysia.
• Comfortable working a six-day rotating schedule.

Responsibilities

• Welcome members and guests, manage arrivals and departures, and ensure smooth handovers to the appropriate team.
• Serve as the main point of contact for premium members, providing personalised assistance and follow-up.
• Manage the appointment schedule, including bookings, rescheduling, cancellations, confirmations and waitlists.
• Respond promptly to calls, WhatsApp, walk-ins and online enquiries.
• Record all enquiries accurately, identify potential leads and refer qualified prospects to the relevant membership team.
• Send appointment reminders and communicate any pre-visit requirements or preparation instructions.
• Coordinate member flow between consultation, treatment and recovery areas to minimise waiting times.
• Handle payments, deposits, receipts and invoices, including daily cash and payment terminal reconciliation.
• Keep member profiles, contact information and appointment records accurate and up to date.
• Coordinate closely with doctors, nurses, therapists and consultants regarding schedules, delays and VIP arrivals.
• Maintain a polished, welcoming and well-organised reception, lounge and member environment.
• Provide additional preparation and personalised support for VIP members and guests.
• Manage initial customer complaints professionally, resolving issues within authority and escalating appropriately when required.
• Monitor front office supplies, retail displays, promotional materials, couriers and deliveries.

Skills

Face-to-face customer service

Interpersonal & communication skills

Organisational skills

Payment handling accuracy

Computer & booking systems

Spreadsheets basic

Professional appearance

Fluent in English & Bahasa Malaysia

Six-day rotating schedule

Tools

Appointment booking systems

MS Excel basics

Job description

Company Background

Our Client is a healthcare and wellness-focused centre dedicated to promoting healthy ageing, longevity, and overall wellbeing. The centre focuses on providing personalized health and wellness solutions designed to support clients in improving their quality of life, maintaining vitality, and achieving long‑term health goals. Through a combination of professional consultation, preventive care, and personalized wellness approaches, Our Client aims to provide a holistic experience that goes beyond conventional healthcare.

Job Requirements

• Previous face‑to‑face customer service experience.




• Strong interpersonal, communication and telephone skills.




• Highly organised, composed under pressure and attentive to detail.




• Comfortable handling payments and financial transactions accurately.




• Competent with computers, appointment/booking systems and basic spreadsheets.




• Professional, polished and well presented.




• Fluent in English and Bahasa Malaysia.




• Comfortable working a six‑day rotating schedule, including weekends.

Preferred

• Experience in healthcare, hospitality, wellness or other premium customer service environments.




• Previous experience serving VIP or high‑expectation clientele.




• Mandarin‑speaking ability is an advantage.

Responsibility

• Welcome members and guests, manage arrivals and departures, and ensure smooth handovers to the appropriate team.




• Serve as the main point of contact for premium members, providing personalised assistance and follow‑up.




• Manage the appointment schedule, including bookings, rescheduling, cancellations, confirmations and waitlists.




• Respond promptly to calls, WhatsApp, walk‑ins and online enquiries.




• Record all enquiries accurately, identify potential leads and refer qualified prospects to the relevant membership team.




• Send appointment reminders and communicate any pre‑visit requirements or preparation instructions.




• Coordinate member flow between consultation, treatment and recovery areas to minimise waiting times.




• Handle payments, deposits, receipts and invoices, including daily cash and payment terminal reconciliation.




• Keep member profiles, contact information and appointment records accurate and up to date.




• Coordinate closely with doctors, nurses, therapists and consultants regarding schedules, delays and VIP arrivals.




• Maintain a polished, welcoming and well‑organised reception, lounge and member environment.




• Provide additional preparation and personalised support for VIP members and guests.




• Manage initial customer complaints professionally, resolving issues within authority and escalating appropriately when required.




• Monitor front office supplies, retail displays, promotional materials, couriers and deliveries.

Additional Responsibilities

• Support member events, health talks and promotional activities.




• Assist with member reactivation and appointment recovery initiatives.




• Help prepare daily reports covering traffic, enquiries, lead sources and no‑shows.




• Provide basic administrative assistance to the Branch Manager.




• Support the training and onboarding of new front desk team members.

Benefits

• EPF


• SOCSO


• Annual Leave


• Medical Leave


• Health Insurance


• Medical and Hospitalisation Leave


• EIS


• Medical Insurance


• Training Provided


• Allowance Provided