Administrative Assistant

Description

Responsibilities:

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

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• Client Communication & Service Excellence
  \n Ability to manage high-volume communication across phone, email, and text while maintaining a professional, empathetic, and detail-oriented client experience.
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• Strong Organizational & Time Management Skills
  \n 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.
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• Attention to Detail & Administrative Accuracy
  \n Experience handling sensitive information such as medical records, consent forms, and scheduling logistics with precision and compliance.
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• Veterinary or Healthcare Coordination Experience (Preferred)
  \n Familiarity with veterinary workflows, medical terminology, preventive care timelines (vaccines, bloodwork), and coordinating referrals or specialty appointments.
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• Team Collaboration & Workflow Management
  \n 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.
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