Operations Executive

V ETERNAL WELLNESS SDN. BHD; Kuala Lumpur; On-site; MYR 50,000 - 84,000; Full time

Job summary

V Wellness is seeking an Operations Executive to support clinical staff by ensuring seamless daily clinic operations, client flow, and administrative readiness. Strong organizational skills, attention to detail, and proactive service are essential for maintaining high standards and efficient services.

You will oversee reception, records, and billing, while coordinating inventory, scheduling, and frontline care.

Qualifications

• Diploma or higher in Business Administration, Healthcare Management, Hospitality, or related field.
• Experience in clinic operations, healthcare administration, or service-oriented retail support preferred.
• Proven track record in client coordination, inventory tracking, and front-desk management.
• Proficiency with Microsoft Office and Google Workspace, especially Excel and Word.

Responsibilities

• Manage client registration, check-ins, and medical records (digital and paper).
• Process consent forms, notes, and clinical documentation with confidentiality.
• Handle medical billing, receipts, and front-desk transactions accurately.
• Monitor daily clinic inventory and maintain cleanliness and presentation.
• Schedule optimization to minimize wait times and improve service experience.
• Provide frontline support for client inquiries and basic consultation prep.
• Ensure compliance with SOPs, clinic regulations, and safety guidelines.
• Support audits, vendor coordination, and procurement as needed.
• Coordinate backend logistics for events and campaigns.

Skills

Clinic operations

Administration

Customer service

Scheduling

Inventory management

Education

Diploma or higher in Business Administration/Healthcare Management/Hospitality

Tools

CMS (Clinic Management Systems)

POS systems

CRM platforms

Job description

Join the Future of Holistic Healthcare at V Wellness

V Wellness is an Integrated Healthcare Centre at the forefront of a global wellness revolution, combining the best of Integrative, Regenerative, and Microbiological Medicine, inspired by Swiss and German medical excellence. Backed by over 30 years of medical expertise, our unique four-step system – Assessment, Detox, Boosting, and Rejuvenation – addresses the root causes of disease for lasting health restoration.

A proud subsidiary of Ruyi Group of Companies, we are part of a pioneering organization with over 25 years of success in Therapeutic Cellular Therapies, beauty, and nutritional therapy. Headquartered in Kuala Lumpur, Ruyi Group is known for its premium anti‑aging cellular extracts, nutritional supplements, and wellness innovations.

Our world-class care has attracted patients from around the globe, and our dedication to excellence has earned us more than 20 prestigious accolades, including:

Global Health & Wellness Award 2024

The Brand Laureate Entrepreneur Awards 2023

Best Wellness and Holistic Provider of the Year – Asia Pacific 2018

Malaysia Health & Wellness Brand Awards 2017

Asia Pacific Brands Award 2013

At V Wellness, we are committed to transforming lives through personalized, integrative healthcare. Join us in redefining the future of wellness.

Why Join Us?

Competitive Compensation & Rewards: Attractive remuneration package including monthly commission, and a performance-based yearly bonus, recognizing your effort & dedication.

Exclusive Rewards & Recognition: Be celebrated for your contributions with long service awards, excellence awards, and exciting overseas holiday packages.

Comprehensive Training: Enhance your skills with specialized training in product knowledge, sales, and communication techniques.

Stability & Growth: Join a well-established organization with over 25 years of experience, offering stability, fast-track career progression, and personal development opportunities.

Exclusive Staff Discounts: Enjoy attractive discounts on our premium products and services.

Engaging Yearly Activities: Participate in team-building events, annual gatherings, and other activities that foster camaraderie and a strong team spirit.

Make a Difference: Contribute to improving the health and well-being of the local community while building a meaningful career.

Role Overview

The Operations Executive plays a critical role in supporting the clinical staff by ensuring seamless daily clinic operations, clients flow, and administrative readiness. This role requires strong organizational skills, high attention to detail, and a proactive approach to maintaining exceptional service standards, facility presentation, and operational efficiency.

Key Responsibilities

1. Clinic Administration & Documentation

Manage clients registration, check-ins, and accurate maintenance of digital and physical medical records

Prepare, process, and archive consent forms, consultation notes, and clinical documentation

Ensure full confidentiality and secure handling of all clients data and records

Handle medical billing, issue receipts, and manage front-desk cash/card transactions accurately

2. Operations & Inventory Management

Monitor and manage daily clinic inventory, including supplements, medical consumables, and operational supplies

Ensure high standards of cleanliness, hygiene, and professional presentation throughout the clinic at all times

3. Scheduling & Clients Coordination

Monitor schedule conflicts and optimize appointment slots for maximum operational efficiency

Facilitate smooth clients flow within the clinic to maintain short wait times and an excellent service experience

4. Clients Care & Frontline Support

Serve as the primary point of contact for clients inquiries via walk-ins, phone calls, and digital channels

Deliver warm, professional frontline service, addressing clients concerns and providing basic consultation prep

Assist clinical staff with non-medical clients preparation prior to consultations

5. Compliance & Process Improvement

Ensure all daily operations adhere to company SOPs, clinic regulations, and safety guidelines

Help develop and enforce operational SOPs across bookings, reporting, and service flow.

Support audits, compliance reviews, and operations manager-led projects.

Request quotes, place orders, and liaise with suppliers for timely delivery.

Evaluate vendor pricing for best value and assist in purchase order preparation.

7.Event & Campaign Support

Handle backend logistics for wellness events and client activities.

Ensure readiness of promotional kits, signage, and client materials.

Provide support during campaigns to marketing and operations teams.

Who We Are Looking For

Education

Diploma and above in Business Administration, Healthcare Management, Hospitality, or a related field

Experience

Minimum 1–2 years of experience in clinic operations, healthcare administration, or service-oriented retail support

Prior experience in a healthcare, wellness, specialist clinic, or medical retail environment is highly advantageous

Proven track record in clients coordination, inventory tracking, or front-desk management

Technical Skills

Proficient in Microsoft Office & Google Workspace (especially Excel and Word)

Hands-on experience with Clinic Management Systems (CMS), POS systems, or CRM platforms

Strong record-keeping, scheduling, and administrative skills

Language

Proficient in both English and Mandarin (spoken and written) to interact effectively with a diverse clients base

Personal Attributes

Warm, empathetic, and service-minded approach to clients care

Detail-oriented, highly organized, and capable of multi-tasking effectively

Proactive, responsible, and capable of working independently as well as within a multidisciplinary team

Resilient and capable of maintaining composure in a fast-paced environment

Willing and able to work on shift schedules, including weekends and public holidays if required

Be Part of a Growing Legacy

Discover a career where your growth, contributions, and well-being are truly valued!

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What can I earn as an Operations Executive