Administrative Assistant

1 week ago

Vancouver, Canada Olympic Village Veterinary Clinic Full time

We are a veterinary clinic in the heart of Vancouver, in the beautiful Olympic Village. We opened our doors on January 16, 2020.

You will be integral in bonding clients to our practice through exceptional client service and patient care. We want team mates who care about our clients and their pets, who will go above and beyond their expectations, have a positive outlook, value team and individual well-being, and are open to change.

Veterinary experience required.

**Responsibilities**:

- **Appointment management**: Schedule appointments by phone and online booking system, confirm appointments, and send reminders. Check over the veterinarian schedule and confirm it matches in the system.
- **Patient care**: Prepare animals for exams, take vital signs, and help with restraining patients. Clean after appointments in exam rooms and feline friendly handling and Fear Free Handling experience
- **Record keeping**: Maintain client records, update records, and prepare records for new clients
- **Billing**: Issue invoices, collect payments, and process payments, set up wellness plans, surgical deposits, accounts receivable, payment follow up, taxes processing for clinic, collecting mail and daily sales reconciliation
- **DaySmart Veterinary Software experience**:expertise in clinic-specific veterinary software, including fast-paced record keeping of all client communications with regards to patient symptoms, patient triage and billing.
- **Medical Terminology and Knowledge**: use of appropriate medical terminology for all records and in-team communications, knowledge of all over-the-counter and retail items including parasite prevention. Knowledge of specific vaccine schedules and protocols.
- **Travel Documentation Knowledge**: Preparing clients for patient export to other countries, directing clients to correct communication channels, handling rabies documentation and preparing vaccination certificates requiring high levels of attention to detail.
- **Inventory**: Monitor inventory and alert management for office supplies order. Online special order. Quarterly inventory assistant.
- **Leadership**: Handle adversity with equanimity and lead by example when making decisions. Provide mentoring and guidance for junior receptionists.
- **Training**: Training of junior receptionists, cross training other department members
- **Communication**: Educate clients about pet health, communication of emergency protocols and patient admissions, delegate daily tasks to reception team, foster positive environment for other receptionists
- **Cleaning**: Ensure the reception area is clean and presentable - Front desk, windows, and all exam rooms. Keep up with laundry, and make sure urination, bowel movements are collected/cleaned in a timely manner ect.
- **Other tasks**: Sell pet food and supplies, special pet food orders, and online order system and assist other staff

Wage will reflect experience. All team members work at least one Saturday a month. We offer pet care discounts, uniform allowances, and extended health and dental coverage after 3 months.

Please include a cover letter detailing why you would like to work with us.

**Job Types**: Full-time, Permanent

Pay: $25.00 per hour

**Benefits**:

- Dental care
- Extended health care

Schedule:

- Weekends as needed

Work Location: In person

Application deadline: 2025-05-02
Expected start date: 2025-07-03

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