Administrative Assistant

Job DetailsJob Location: Greenwich Village - New York, NY 10011Salary Range: $22.00 - $25.00 HourlyResponsibilities:

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.