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Administrative AssistantBISCUITS & BATH COMPANIES • New York, NY, US
Administrative Assistant

Administrative Assistant

BISCUITS & BATH COMPANIES • New York, NY, US
29 days ago
Job type
  • Full-time
Job 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
  • 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.
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Administrative Assistant • New York, NY, US

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