Clinic Admin Assistant

BEECROFT ANIMAL SPECIALIST SERVICES PTE. LTD.; Pasir Panjang; On-site; MYR 20,000 - 100,000; Full time

Job summary

A veterinary clinic in Negeri Sembilan is seeking a Clinic Administrative Assistant for the Avian & Exotics Department. The role involves managing client inquiries, scheduling appointments, and handling medical records. Ideal candidates should have a diploma in business administration or similar fields and experience in administrative support, particularly in hospital settings. A compassionate attitude towards exotic and avian animals is essential, along with proficiency in Microsoft Office and excellent communication skills.

Qualifications

• 1–3 years of working experience in administrative roles.
• Experience in hospital settings preferred.
• Independent worker with strong client interaction skills.

Responsibilities

• Serve as the first point of contact for clients.
• Schedule and confirm appointments and procedures.
• Manage departmental emails and phone inquiries.
• Track and manage inventory and office supplies.
• Assist operations manager with ad hoc admin duties.

Skills

Organizational skills

Client communication

Proficiency in Microsoft Office

Compassion for animals

Adaptability with AI tools

Education

Diploma in business administration/management/veterinary studies

Job description

Role overview:

• The Clinic Administrative Assistant for the Avian & Exotics Department plays a critical role in supporting the daily operations of the veterinary team by ensuring smooth administrative workflow and exceptional client service.

• This role requires a highly organized, detail-oriented, and compassionate individual with a strong interest in exotic and avian animal care.

• Employment Type: Full-Time

Job Description:

Administrative & Client Services:

• Serve as the first point of contact for clients visiting or calling the Avian & Exotics Department.

• Schedule and confirm appointments, procedures, and follow-ups using hospital management software.

• Coordinate patient check-ins and check-outs with sensitivity to avian and exotic species needs.

• Maintain accurate and up-to-date medical records, consent forms, and

referral documentation.

• Manage departmental emails and phone inquiries professionally and

efficiently.

• Handle invoicing, payments, and insurance claims related inquiries and processes to avian and exotic patients.

• Transcribe AI voice recordings from the software and into medical records, ensure records are done in a timely manner. Emailing records to vets and clients as needed.

• Estimate signing, documentation of consent for treatment and emergency care, client call backs, some reception duties such as collecting deposit and ushering guests to the front desk for payment.

Departmental Support:

• Liaise between clients and the veterinary team to relay information, updates, and follow-up instructions.

• Assist with coordination of specialist referrals, lab samples, and imaging appointments.

• Ensure the exam rooms are prepared with appropriate forms and supplies before each visit.

• Track and manage department-specific inventory and office supplies.

• To assist ECC department with the ROTA/schedules.

• Assist operations manager with ad hoc admin duties.

• Assist the specialist vet with setting up rooms for consults, answering emails and client messages.

Compliance & Confidentiality:

• Ensure adherence to hospital policies, privacy standards, and veterinary regulations.

• Handle confidential patient and client information with discretion.

• Working Hours: 4-day work week from 8am to 7pm (over weekdays, weekends and Public Holidays).

Desired skills and experience:

At least a diploma in business administration/management/veterinary studies with 1 – 3 years of working experience

• Experience in hospital settings would be advantageous

• Experience in administration duties working as a Personnel Assistant can also be considered

• Able to work independently and communicate well with clients.

• Proficient with Microsoft Office

• Ability to adapt working on AI tools