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.