Office Assistant

American Veterinary Group; Gainesville (FL); On-site; USD 28,000 - 36,000; Full time

Benefits offered by this job

Health care plan

401k match

Paid time off (PTO)

Job summary

Haile Plantation Animal Clinic in Gainesville, FL is seeking an Office Assistant to support the day-to-day administrative operations of a veterinary hospital. You will assist the Practice Manager, manage records and supplies, and help ensure a professional, organized environment for clients and staff.

Responsibilities include scheduling, filing, data entry, answering phones, greeting clients, coordinating mail and deliveries, and assisting with onboarding and payroll-related tasks as needed.

Qualifications

• High school diploma or equivalent is required.
• Previous experience in administrative, office support, or customer service is preferred.
• Veterinary clinic experience is required.
• Proficiency with Microsoft Office Suite and general office technology is required.
• Strong organizational skills and ability to manage multiple tasks are essential.
• Excellent verbal and written communication skills and attention to detail are important.

Responsibilities

• Provide administrative support to the Practice Manager and hospital leadership team.
• Assist with scheduling, filing, data entry, records management, and related tasks based on experience.
• Answer phones, manage correspondence, and route inquiries appropriately.
• Greet and assist clients, visitors, and vendors in a professional manner.
• Maintain office supplies and coordinate orders as needed.
• Support onboarding activities and assist with paperwork for new team members.
• Assist with payroll, invoicing, reporting and other administrative processes as directed.
• Coordinate incoming and outgoing mail, packages, and deliveries.
• Maintain organized documentation for employees, vendors, and the clinic in line with policies.
• Assist with clinic events and team engagement activities.
• Help keep the office organized, professional and functional.

Skills

Administrative support

Microsoft Office

Customer service

Data entry

Education

High school diploma

Tools

Microsoft Office Suite

Job description

Office Assistant

Department: General Practice Hospitals

Employment Type: Full Time

Location: Haile Plantation Animal Clinic

Reporting To: Practice Manager

Description

The Office Assistant supports the day-to-day administrative operations of a veterinary hospital and serves as a key resource to the Practice Manager. This position helps maintain efficient clinic operations by providing administrative support, coordinating office activities, managing records and supplies, and assisting team members, clients, and vendors as needed. The Office Assistant contributes to a professional, organized, and welcoming environment for employees and clients.

Key Responsibilities

• Provide administrative support to the Practice Manager and hospital leadership team.
• Assist with scheduling, filing, data entry, records, and more based on experience.
• Answer phones, manage correspondence, and route inquiries appropriately.
• Greet and assist clients, visitors, and vendors in a professional manner.
• Maintain office and breakroom supplies and coordinate orders as needed.
• Support onboarding activities for new team members, including preparing materials and assisting with paperwork.
• Assist with payroll, invoicing, reporting, and other administrative processes as directed.
• Coordinate incoming and outgoing mail, packages, and deliveries.
• Maintain organized employee, vendor, and clinic documentation in accordance with company policies.
• Assist with clinic events, meetings, and team engagement activities.
• Help ensure the office and administrative areas remain organized, professional, and functional.
• Support special projects and perform other duties as assigned.

Skills, Knowledge and Expertise

• High school diploma or equivalent required.
• Previous experience in administrative, office support, or customer service preferred.
• Veterinary clinic experience required.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and general office technology required.
• Strong organizational skills with the ability to prioritize tasks and manage multiple responsibilities in necessary for this role.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and handle sensitive information appropriately.Ability to work independently while collaborating effectively with team members.

Benefits

• Tuition reimbursement for Credentialed/Registered Veterinary Technicians
• Opportunity to make an impact in your community while tackling a challenging variety of tasks and the ability to help animals among a great team of people!
• Health Care Plan (Medical, Dental & Vision Options)
• 401k Match
• Paid time off (PTO)
• Paid Parental Leave + Paid Maternity Leave
• One (1) Work/Life Balance day off
• Short-term and long-term disability options
• Supplemental insurance options
• Discounted Veterinary Care
• Scrub allowance
• Hands-on and E-training
• Professional growth opportunities