Administrative Assistant

Description

Responsibilities

• *Veterinary Appointment Confirmations*
• Confirm the accuracy of all appointments five business days in advance
• Ensure all care needed in the next six weeks is offered to the client (vaccines, preventatives, bloodwork, etc.)
• Confirm whether the client has any specific requests (call after Exam, etc.)
• Ensure the date and time of appointment works (with Shuttle, PP, etc.)
• Ensure relevant medical records are on file and saved in PetShop
• Confirm the Consent to Treat (JotForm) is in place if relevant
• *Appointment Follow-Up*
• Assign what’s next based on vet recommendations to the Sales Team
• Confirm doctor follow up is scheduled if needed via Vet Consultation
• Assist the Sales Team with organizing International Travel arrangements
• *Client Outreach*
• Respond to all client communications via text, email and voicemail
• Maintain NYVP email box ensuring clear client communication
• Perform medical records approval and send to clients within 48 hours of appointment
• Maintain text communication throughout the day ensuring clear client communication
• Answer all incoming phone calls
• *Client Orders*
• Ensure that all online pharmacy orders are approved same day
• Confirm with client once approvals are made
• coordinate ultrasound appointments and referral appointments

Qualifications

• Client Communication & Service Excellence

Ability to manage high-volume communication across phone, email, and text while maintaining a professional, empathetic, and detail-oriented client experience.

• Strong Organizational & Time Management Skills

Proven ability to track multiple appointments, follow-ups, and medical requirements simultaneously, ensuring deadlines (e.g., 48-hour records turnaround, 5-day confirmations) are consistently met.

• Attention to Detail & Administrative Accuracy

Experience handling sensitive information such as medical records, consent forms, and scheduling logistics with precision and compliance.

• Veterinary or Healthcare Coordination Experience (Preferred)

Familiarity with veterinary workflows, medical terminology, preventive care timelines (vaccines, bloodwork), and coordinating referrals or specialty appointments.

• Team Collaboration & Workflow Management

Ability to work cross-functionally with veterinary staff and sales teams, ensuring seamless handoffs, clear next steps, and alignment on client care and follow-up actions.