Administrative Assistant

Biscuits & Bath Companies; New York (NY); On-site; USD 30,000 - 34,000; Full time

Job summary

Biscuits & Bath Companies in Greenwich Village, NY is seeking a Veterinary Appointment Coordinator to manage client communications and scheduling around vaccines, checkups, and care timelines. You will confirm appointments, coordinate with veterinary staff, and ensure medical records and consent forms are in order, while supporting the sales team with follow-ups and travel arrangements as needed.

The role emphasizes high-volume, empathetic client service, detail orientation, and cross-functional

Qualifications

• Experience in client communication across phone, email, and text.
• Ability to manage high-volume scheduling with precision.
• Familiarity with medical records and consent forms.
• Experience in veterinary or healthcare coordination preferred.

Responsibilities

• Confirm appointments five business days in advance for accuracy.
• Coordinate patient care items like vaccines, bloodwork, and preventatives.
• Ensure consent forms and medical records are in place and stored correctly.
• Support the Sales Team with next steps and travel arrangements as needed.

Skills

Client communication

Time management

Organizational skills

Attention to detail

Empathy

Healthcare coordination

Job description

Job Details

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.