Job Description

Job Location: Greenwich Village - New York, NY 10011
Salary Range: $22.00 - $25.00 Hourly

Responsibilities:
- Veterinary Appointment Confirmations
- - Confirm the accuracy of all appointments five business days in advance
- - Ensure all care needed in the next six weeks is offered to the client (vaccines, preventatives, bloodwork, etc.)
- - Confirm whether the client has any specific requests (call after Exam, etc.)
- - Ensure the date and time of appointment works (with Shuttle, PP, etc.)
- - Ensure relevant medical records are on file and saved in PetShop
- - Confirm the Consent to Treat (JotForm) is in place if relevant
- Appointment Follow-Up
- - Assign what’s next based on vet recommendations to the Sales Team
- - Confirm doctor follow up is scheduled if needed via Vet Consultation
- - Assist the Sales Team with organizing International Travel arrangements
- Client Outreach
- - Respond to all client communications via text, email and voicemail
- - Maintain NYVP email box ensuring clear client communication
- - Perform medical records approval and send to clients within 48 hours of appointment
- - Maintain text communication throughout the day ensuring clear client communication
- - Answer all incoming phone calls
- Client Orders
- - Ensure that all online pharmacy orders are approved same day
- - Confirm with client once approvals are made
- - coordinate ultrasound appointments and referral appointments

Qualifications
- Client Communication & Service Excellence
- Ability to manage high-volume communication across phone, email, and text while maintaining a professional, empathetic, and detail-oriented client experience.
- Strong Organizational & Time Management Skills
- Proven ability to track multiple appointments, follow-ups, and medical requirements simultaneously, ensuring deadlines (e.g., 48-hour records turnaround, 5-day confirmations) are consistently met.
- Attention to Detail & Administrative Accuracy
- Experience handling sensitive information such as medical records, consent forms, and scheduling logistics with precision and compliance.
- Veterinary or Healthcare Coordination Experience (Preferred)
- Familiarity with veterinary workflows, medical terminology, preventive care timelines (vaccines, bloodwork), and coordinating referrals or specialty appointments.
- Team Collaboration & Workflow Management
- Ability to work cross-functionally with veterinary staff and sales teams, ensuring seamless handoffs, clear next steps, and alignment on client care and follow-up actions.