Receptionist

Soundiagnosis Veterinary Ultrasound; Melbourne; Hybrid; AUD 34,000 - 44,000; Part time

Job summary

Soundiagnosis Veterinary Ultrasound in Melbourne seeks a part-time receptionist to be the first point of contact for clients, handle phone and email inquiries, and provide high-level administrative support. You will manage bookings, maintain busy diaries for the road teams, and coordinate with Directors and staff.

This role is remote two days per week with some in-person meetings, based in Melbourne. Ideal candidates have at least two years in receptionist roles and in remote work, strong MS

Qualifications

• Minimum 2+ years in busy Reception role.
• Minimum 2+ years in a work-from-home role.
• Proficient in making appointments and maintaining a complex schedule.
• Excellent verbal and written communication skills.
• Discretion and trustworthiness: confidential information.
• Ability to learn veterinary industry.

Responsibilities

• Answer phone calls, emails, and live chat promptly.
• Manage road teams' diaries and appointments efficiently.
• Provide admin support to Director and team.
• Maintain databases and filing systems.
• Issue invoices to clients and collate expenses.
• Liaise with staff, suppliers and clients.
• Prepare reports, presentations and correspondence.
• Support the Director with ad hoc tasks.

Skills

Phone etiquette

Attention to detail

Autonomy

Initiative

Client service

Team player

Willingness to learn

Tools

MS Office

Scheduling software

Job description

Soundiagnosis Veterinary Ultrasound – Melbourne VIC

Work from home position, with some in-person meetings (must be based in Melbourne)

Part-time 2 days per week (8.30am - 6pm Tuesday and Wednesday)

Meetings held in Avondale Heights and Fitzroy North

About Soundiagnosis and the role

Soundiagnosis is excited to announce a part-time Receptionist position! We are a mobile business that provides advanced diagnostic ultrasound to the veterinary clinics of greater Melbourne and surrounds. We love supporting our clients and their patients and enjoy an enviable profile in the veterinary industry. We are a dynamic business where no two days are ever the same!

As the first point of contact, you will be crucial to our success through building and maintaining positive relationships with our clients, delivering gold-star customer service at all times, and providing high-level administrative support to the business. You will be responsible for booking appointments, managing multiple busy schedules, and keeping our teams of vets and vet nurses on the road informed and organised throughout the day.

This is a part-time position of 2 days per week (8.30am - 6pm Tuesday and Wednesday).

Primary responsibilities:

• Being the first point of contact: answering all phone calls to the business, responding to email enquiries and live chat messages promptly
• Managing multiple busy diaries and organising meetings and appointments in the most efficient manner for the road teams
• Proactively delivering accurate and efficient administrative support and co-ordinating activities for the Director and the team to meet the needs of the business

Additional responsibilities:

• Manage databases and filing systems
• Issue invoices to clients, and collate/file expenses
• Liaise with staff, suppliers and clients
• Implement and maintain procedures/administrative systems
• Prepare reports, presentations and correspondence
• Miscellaneous tasks to support the Director

We are looking for someone with:

• Excellent phone manner with a warm and friendly personality
• A very high level of attention to detail
• A high level of autonomy, problem solving skills and initiative
• Flexibility and adaptability with changing circumstances
• Pursuit of the highest standards of client service, administration and professionalism
• Team player with a positive attitude, eager to learn and willing to help out where needed
• Sound knowledge of veterinary industry or the willingness to learn

Key Selection Criteria:

• Minimum 2+ years of experience in a busy Reception role
• Minimum 2+ years of experience in a working from home role
• Proficient in making appointments and maintaining a complex schedule
• Demonstrated ability to be proactive and take the initiative in the workplace
• Strong organisational skills, with demonstrated experience of managing multiple tasks at once and taking admin projects through to completion
• Discretion and trustworthiness: you will often be privy to confidential information
• Excellent verbal and written communication skills
• A sound knowledge of the Microsoft Office suite and the ability to learn company-specific software