Front Office Executive

Hema's Enterprises; Chennai District; On-site; INR 180,000 - 300,000; Full time

Job summary

Hema's Enterprises is seeking a Front Office Executive to manage reception and administrative tasks at a veterinary hospital. You will be the first point of contact for pet owners and visitors, ensuring a smooth, positive experience for clients, pets, and staff.

The role involves coordinating appointments, handling inquiries, and managing records and billing while maintaining a welcoming reception and confidential patient information.

Qualifications

• Bachelor's degree, diploma, or equivalent qualification.
• Previous hospital/clinic/front office experience preferred.
• Good communication skills in English, Tamil, and/or local languages.
• Basic computer knowledge and ability to use MS Office, billing software, and appointment management systems.
• Excellent customer service and interpersonal skills.
• Ability to remain calm and professional in busy or emergency environments.
• Strong organizational, multitasking, and time-management abilities.
• Compassion and comfort in interacting with animals and pet owners.

Responsibilities

• Welcome clients and their pets in a professional, compassionate manner.
• Manage appointments, walk-ins, follow-ups, vaccinations, grooming, and services.
• Handle calls, messages, emails, and customer inquiries.
• Register new clients and pets; maintain records in the hospital system.
• Coordinate appointments and patient flow with veterinarians and staff.
• Handle billing, payments, invoices, and basic cash management.
• Inform clients about services, schedules, and preventive care.
• Send reminders for vaccinations and check-ups.

Skills

Communication

Customer service

Multitasking

Time management

Organizational skills

Calm under pressure

Interpersonal skills

Compassion for animals

Education

Bachelor's degree or diploma

Tools

MS Office

Billing software

Appointment management systems

Job description

Job Summary

We are seeking a friendly, organized, and customer-focused Front Office Executive to manage the reception and administrative activities of our veterinary hospital. The candidate will be the first point of contact for pet owners and visitors and will play an important role in ensuring a smooth and positive experience for clients, pets, and the veterinary team.

• Welcome pet owners, visitors, and their pets in a professional and compassionate manner.
• Manage appointments, walk-in cases, follow-ups, vaccinations, grooming, and other veterinary services.
• Handle phone calls, WhatsApp messages, emails, and customer enquiries.
• Register new clients and pets and maintain accurate records in the hospital management system.
• Coordinate appointments and patient flow with veterinarians, veterinary assistants, and other departments.
• Handle billing, payments, invoices, receipts, and basic cash management.
• Inform clients about hospital services, treatment schedules, preventive care, and follow-up appointments.
• Manage reminders for vaccinations, deworming, check-ups, and other scheduled services.
• Handle customer concerns and complaints professionally and escalation issues when required.
• Maintain confidentiality of client and patient information.
• Keep the reception and waiting area clean, organized, and welcoming.
• Assist with administrative tasks, reports, inventory coordination, and other duties assigned by management.

Required Qualifications & Skills

• Bachelor's degree, diploma, or equivalent qualification.
• Previous experience in a hospital, clinic, healthcare facility, customer service, or front office role is preferred.
• Good communication skills in English, Tamil, and/or other relevant local languages.
• Basic computer knowledge and ability to use MS Office, billing software, and appointment management systems.
• Excellent customer service and interpersonal skills.
• Ability to remain calm and professional in a busy or emergency environment.
• Strong organizational, multitasking, and time-management skills.
• Compassion and comfort in interacting with animals and pet owners.

Preferred Qualities

• Experience working in a veterinary clinic or animal healthcare environment.
• Knowledge of basic pet care and veterinary terminology.
• Positive attitude, empathy, patience, and a genuine love for animals.
• Ability to work flexible shifts, weekends, or holidays when required.