Receptionist

Job Purpose

We are looking for a friendly, organized, and customer-focused Clinic Receptionist to be the first point of contact for our veterinary clinic. The successful candidate will be responsible for delivering exceptional customer service, managing appointments, handling administrative tasks, supporting clinic operations, and ensuring a positive experience for both pet owners and their pets.

Key Responsibilities

Front Desk & Customer Service

• Welcome clients and their pets in a professional and friendly manner.
• Answer phone calls, emails, WhatsApp messages, and social media inquiries.
• Schedule, confirm, and manage appointments efficiently.
• Register new patients and maintain accurate client and pet records.
• Handle client inquiries regarding services, pricing, and appointments.

Administrative Support

• Process invoices and collect payments.
• Maintain accurate filing and documentation.
• Prepare daily appointment schedules.
• Coordinate with veterinarians, nurses, groomers, and drivers to ensure smooth clinic operations.
• Maintain confidentiality of client and medical records.

Client Experience

• Ensure a welcoming and organized reception area.
• Follow up with clients regarding appointments, vaccinations, and treatment reminders.
• Handle customer concerns professionally and escalate issues when necessary.
• Promote clinic services, wellness packages, grooming, and preventive care programs.

Operational Support

• Monitor reception and office supplies and report shortages.
• Assist in coordinating pet admissions and discharges.
• Support marketing initiatives by informing clients about ongoing promotions and campaigns.
• Maintain cleanliness and organization of the reception area.

Qualifications

• 2–4 years of experience as a Receptionist, Front Desk Executive, or Customer Service Representative.
• Experience in a veterinary clinic, medical center, dental clinic, or healthcare environment is preferred.

Skills & Competencies

• Excellent customer service and communication skills.
• Strong organizational and multitasking abilities.
• Ability to remain calm in emergency or high-pressure situations.
• Good telephone etiquette.
• Basic computer skills and experience using Microsoft Office.
• Experience using appointment booking or clinic management systems is an advantage.