Administrative Coordinator

3 weeks ago

Victoria, Canada Elk Lake Veterinary Hospital Full time

As a thriving full-service small animal veterinary hospital, the personal connection we have with each of our patients and clients is the heart of our practice. Our exceptional frontline Reception staff play a vital role in building and maintaining these relationships, and we’re looking for the right person to join this dynamic team as our Administrative Coordinator.

At Elk Lake Veterinary Hospital we value your voice, respect your passion, and welcome your ideas to enhance the experience that clients and patients have at our hospital - right from the moment they reach out to us. Our Reception team advocates for our patients, works hand-in-hand with our veterinary team, and plays a key role in the ongoing success of our practice. As our Administrative Coordinator, you will have an administrative focus and be primarily responsible for creating a strong connection between front-of-house and back-of-house, liaising with clients and our medical team to ensure both have exactly what they need, when they need it.

Our ideal Administrative Coordinator is:

- Vibrant, efficient, and a source of positive energy to the team
- Looking for a long-term career as a client care specialist
- A compassionate animal-lover with an excellent phone manner and communication skills
- Calm, professional, and solution-oriented in a fast-paced environment
- A natural multi-tasker who loves to find ways to improve their workflow
- Adept with technology and able to comfortably navigate multiple software systems
- A strong client advocate who loves to educate and offer exceptional service experiences
- Detail-oriented, autonomous, and exceptional at task follow-up

Prior experience in a veterinary setting, with knowledge of veterinary procedures and protocols, is a strong asset in this role. We will also consider equivalent customer service experience, particularly in the animal care industry (pet grooming, boarding, retail pet supply, etc). Experience with ezyVet practice management software or experience managing or working with a CRM system is highly regarded.

Your responsibilities will include:

- Building and maintaining strong client relationships
- Managing and coordinating the hospital’s schedule and workflow
- Assisting with the coordination of referrals for our specialty services and requests for mobile specialty services to visit on-site
- Coordinating diagnostic interpretation requests and follow-up
- Ensuring client and patient medical records are current and accurate
- Processing prescription refills and diet or special order requests
- Inventory counting and ordering, purchase order creation, and supply rotation monitoring (including client order pickup)
- Filing pet insurance claims and liaising with service providers
- Payment transactions, end-of-day cash-out, and bank deposits
- Daily and monthly revenue reporting, basic accounts receivable tasks

We offer competitive compensation, dental and extended health benefits, a scrub allowance, and discounted veterinary services. We also strive to consciously ‘walk the walk’ of creating a thriving team culture. Our daily rounds, weekly updates, and monthly staff meetings keep our communication lines clear, while regular better-than-work events definitely bring the fun Word has gotten around about our positive workplace vibe - we are one of the first veterinary hospitals to be CLEAR Blue certified as a mentally healthy workplace by Not One More Vet.

If this position sounds like a strong match for your experience and interests, please submit your cover letter and resume for consideration - we look forward to meeting you.

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