The Administrative Assistant will manage veterinary appointment confirmations, client communication, medical records, and coordinate with the sales team for follow-ups and client orders, ensuring high client service standards.
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.
Biscuits & Bath New York, New York, USA Office
New York, NY, United States
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