Associate Receptionist

Job Title: Veterinary Receptionist

Department: Client Services

Reports To: Veterinarian / Practice Manager / Manager

Location: 59 Hicks Street, Brooklyn, NY 11201

Position Summary:

 The Veterinary Receptionist serves as the first point of contact for clients and patients at our veterinary hospital. This role is essential in providing outstanding customer service, supporting smooth front desk operations, and maintaining a welcoming and organized environment. The receptionist also plays a key role in assisting with the training of new team members and performing additional duties as assigned by management.

Key Responsibilities:

Client Services

• Greet clients and visitors warmly upon arrival and ensure prompt, courteous service.

• Answer multi-line phone system; schedule appointments, answer general inquiries, and triage client concerns.

• Check patients in and out, process payments, and issue invoices and receipts accurately.

• Maintain a calm, compassionate, and professional demeanor during high-volume or stressful situations.

Administrative Support

• Accurately enter and update client and patient information in the system.

• Confirm upcoming appointments and follow up with no-shows and cancellations.

• Keep reception area clean, organized, and stocked with forms and promotional materials.

• Handle incoming mail, faxes, and deliveries; distribute appropriately.

Training & Team Collaboration

• Assist with the onboarding and training of new front desk staff, including shadowing, mentoring, and demonstrating best practices.

• Share knowledge of hospital protocols and systems to ensure consistency in client service and administrative processes.

• Provide feedback to management on training gaps or process improvements.

Operational Flexibility

• Perform additional tasks as directed by management, including but not limited to inventory support, light cleaning duties, or assisting veterinary staff during peak times.

• Support clinic flow and team communication during emergencies or schedule adjustments.

• Uphold all hospital policies and safety procedures, including confidentiality and infection control protocols.

Qualifications:

• High school diploma or equivalent required.

• Prior experience in a customer service, medical reception, or veterinary environment preferred.

• Strong verbal and written communication skills.

• Proficient in computer use and able to learn veterinary practice software (e.g., Impromed).

• Ability to multitask, stay organized, and maintain accuracy in a fast-paced setting.

• Friendly, patient, and professional demeanor with a genuine love for animals.

Working Conditions:

• Must be able to sit, stand, and walk for extended periods.

• Occasional lifting of up to 30 pounds may be required.

• May be exposed to distressed animals, allergens, and cleaning chemicals.

• Schedule may include evenings, weekends, and holidays as needed.