Veterinary Office Manager and Lead Receptionist

Allegheny North Veterinary Hospital is seeking an experienced, organized, and dependable Office Manager / Lead Receptionist to join our five-doctor general practice veterinary hospital team. This is a hands-on leadership position for someone who enjoys working directly with clients and patients while also helping manage the day-to-day administrative and operational needs of a busy veterinary practice.

The ideal candidate is a strong leader who can stay organized, communicate professionally, solve problems independently, and keep multiple projects moving at once. This position will work closely with the Practice Manager, Lead Technician, doctors, reception team, and other support staff.

Veterinary technician or veterinary assistant experience is preferred but not required.

Key Responsibilities

Reception & Client Service

This is a working management position. The Office Manager/Lead Receptionist will regularly perform receptionist duties and must be comfortable stepping in wherever needed, including:

• Answering and managing a multi-line phone system
• Scheduling and confirming appointments
• Checking clients and patients in and out
• Processing payments and reviewing invoices
• Responding to client emails, texts, and other communications
• Creating and managing callbacks and prescription requests
• Obtaining and sending medical records
• Reviewing patient and client information for accuracy
• Communicating effectively with doctors and technicians regarding client questions
• Handling difficult or upset clients professionally
• Explaining hospital policies, deposits, fees, and scheduling procedures
• Managing prescription pickup and following up on medications that have not been picked up
• Maintaining confidentiality of client, patient, and employee information

Reception Team Leadership

• Train and onboard new receptionists
• Develop receptionist schedules and ensure adequate front-desk coverage
• Assist staff with difficult client interactions and unusual situations
• Provide ongoing coaching and feedback to reception staff
• Monitor front-desk workflow and identify opportunities for improvement
• Help establish and maintain consistent receptionist procedures and expectations
• Hold staff accountable for completing assigned responsibilities
• Document employee coaching, performance concerns, and disciplinary discussions
• Prepare written disciplinary notices when appropriate in coordination with the Practice Manager
• Address basic HR and employee-relations issues and escalate more significant concerns to the Practice Manager
• Assist with annual employee performance reviews
• Participate in interviewing, hiring, onboarding, and training new employees

Scheduling & Staff Support

• Assist the Lead Technician with staff scheduling
• Help identify and resolve coverage issues
• Coordinate receptionist PTO requests and schedule changes
• Assist with staff meetings and development of meeting agendas
• Help communicate new procedures, policies, and workflow changes to the team
• Promote teamwork and positive communication among departments

Administrative & Financial Responsibilities

• Prepare weekly bank deposits
• Verify day-end reports and investigate discrepancies
• Correct charges and invoicing errors when appropriate
• Apply approved employee discounts and adjustments to employee invoices
• Assist with month-end responsibilities, including open invoices and accounts receivable
• Help ensure outstanding client balances and open financial transactions are addressed
• Serve as backup to the Practice Manager for processing timesheets and payroll
• Maintain organized administrative records and documentation
• Manage incoming mail and distribute or process items appropriately
• Assist with maintaining office supplies and administrative inventory

Medical Record & Practice Management Oversight

• Review medical templates for accuracy and completion
• Identify incomplete documentation and follow up with the appropriate team member
• Review charges to help ensure services performed are accurately invoiced
• Help identify workflow or documentation errors that may affect patient records or hospital revenue
• Maintain excellent written documentation of client, employee, and operational matters

Technology & Equipment

• Be comfortable learning and working Cornerstone practice management software
• Experience with or willingness to learn programs such as Weave and PetDesk
• Perform basic computer and server maintenance, updates, and troubleshooting
• Troubleshoot routine printer, workstation, phone, and software issues
• Coordinate with IT support when issues require outside assistance
• Assist with routine laboratory machine maintenance and maintenance schedules
• Develop and oversee a system for tracking preventive maintenance on hospital equipment and machines
• Coordinate service calls and repairs as needed
• Maintain organized records of equipment maintenance, repairs, and service schedules

Marketing & Client Communication

• Create and schedule Facebook posts and other basic social media content
• Help promote hospital events, announcements, services, and community involvement
• Work with website developers to ensure hospital websites remain current and accurate
• Identify outdated website information and coordinate necessary updates
• Assist with client communications regarding hospital events, closures, new services, and other announcements

Vendor & Continuing Education Coordination

• Communicate with pharmaceutical and veterinary industry sales representatives
• Coordinate and schedule lunch-and-learn presentations
• Organize Continuing Education opportunities for doctors and support staff
• Coordinate dates, attendance, food, and other logistics for educational sessions
• Maintain professional relationships with vendors while ensuring visits do not interfere with hospital workflow

Team Development & Events

We believe a strong team should also have opportunities to enjoy time together. This position will help:

• Develop and incorporate fun team-building activities
• Assist with planning staff appreciation events
• Coordinate holiday parties and summer outings
• Help organize employee recognition activities
• Encourage employee participation and help build a positive workplace culture

Minimum Requirements

Candidates must have:

• At least 2 years of veterinary practice experience
• At least 2 years of receptionist/customer service experience
• At least 2 years of management or supervisory experience overseeing a staff of 10 or more employees
• Excellent organizational and time-management skills
• Excellent written documentation skills
• Strong verbal and written communication skills
• Ability to professionally handle conflict and difficult conversations
• Ability to maintain confidentiality
• Strong attention to detail
• Ability to prioritize and manage multiple responsibilities simultaneously
• Strong computer skills and the ability to learn new software quickly
• Basic troubleshooting skills for computers and office technology
• Experience training and coaching employees
• Ability to work independently and recognize what needs to be done without constant direction
• Strong problem-solving and decision-making skills
• Dependability and consistent attendance

Preferred Qualifications

• Veterinary technician or veterinary assistant experience
• Previous veterinary office management or lead receptionist experience
• Experience with Cornerstone practice management software
• Experience with Weave, PetDesk, online scheduling platforms, and veterinary pharmacy systems
• Experience with payroll, timesheets, accounts receivable, and financial reconciliation
• Familiarity with veterinary terminology, medications, vaccines, laboratory testing, and common hospital procedures
• Experience with controlled-substance documentation and DEA requirements
• Social media or basic marketing experience
• Experience coordinating vendors, staff education, and employee events

Benefits & Perks

We offer a comprehensive benefits package designed to support our employees both professionally and personally, including:

• Medical, dental, and vision insurance, with 51% of the employee premium paid by the company
• Employer-matched IRA retirement plan
• Generous employee discounts on veterinary services and products
• Paid time off (PTO)
• Paid holidays
• Annual uniform allowance that may be used toward scrubs, work shoes, or a stethoscope
• Employer-paid Continuing Education (CE) to support professional development and continued learning

The Person We Are Looking For

This position requires someone who can move comfortably between leadership and hands-on work. One moment you may be helping a receptionist with a difficult client, the next reviewing a day-end report, coordinating a staff schedule, troubleshooting a computer problem, preparing a deposit, or helping plan a staff event.

We are looking for someone who is organized, accountable, approachable, detail-oriented, and confident in making decisions. The right person understands that good management is not just giving direction—it is following through, documenting appropriately, supporting the team, maintaining consistent expectations, and stepping in to help when needed.

Most importantly, we are looking for someone who understands the unique pace and demands of veterinary medicine and can help keep the front office and hospital running smoothly while providing an excellent experience for our clients, patients, and team.

This is a full-time position requiring a minimum of 36 hours per week Monday through Friday.

If this sounds like the right fit for you, please submit your resume along with a brief introduction or cover letter telling us about your veterinary and management experience.

Pay: $24.00 - $30.00 per hour

Expected hours: No more than 40.0 per week

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $24 - $30