Veterinary Office Admin & Operations Coordinator

Horizon Veterinary Specialists; Ventura (CA); On-site; USD 28,000 - 34,000; Full time

Benefits offered by this job

Health benefits

Dental benefits

Vision benefits

401k and matching

Life and supplemental insurance

HSA and FSA

Paid vacation

Paid sick time

Paid parental leave

Continuing education allowance

Tuition reimbursement

Career development opportunities

Referral bonus program

Employee pet discounts

Job summary

Horizon Veterinary Specialists in Ventura, CA is seeking an organized Administrative Assistant to support hospital operations and communications with staff, doctors, and vendors. You will handle daily clerical tasks, invoices, deposits, scheduling, and inventory-related paperwork while maintaining accuracy and confidentiality.

The role requires a high school diploma, valid driver’s license, and at least one year of experience; proficiency with Office 365 and practice management software is

Qualifications

• High School Diploma or GED required.
• Valid Driver’s License.
• At least one (1) year of administrative assistant job-related experience.
• Able to learn/use Windows based computer systems, word processing, email, web search, scanners, and operate multiple online platforms, such as Office 365, Dropbox, among others, to effectively use the practice management software program.
• Must be able to safely lift 30 pounds.
• Consistent punctuality and reliability in adherence to scheduled shifts.
• Basic math skills.
• Excellent attention to detail.
• Excellent written and verbal communication skills with coworkers and vendors.
• Ability to work in a fast-paced environment with potential exposure to animal-related hazards.

Responsibilities

• Provide excellent, collaborative support to ensure efficient hospital operation.
• Contributes to team effort by accomplishing related tasks in a professional, efficient and timely manner.
• Communicate efficiently, effectively, and respectfully to all necessary parties, via interpersonal, phone, e-mail, and mail correspondence.
• Carry out administrative duties such as filing, typing, scanning, copying.
• Preparation of daily deposit (reconciliation, organization, and deposit).
• Scan, Upload and forward invoices for inventory and bookkeeping staff.
• Daily revenue reporting.
• Weekly Aftercare production verification of provider.
• Accounts receivable, including employee payment agreement processing.
• License and membership tracking.
• Inventory Borrowing and lending tracking.
• Onboarding item preparation.
• Staff fun day, birthday, and anniversary coordination tracking and support.
• Fulfill business errands as indicated.
• Successfully navigate all business platforms as required by the hospital and vendors.
• Make necessary trips to the post office, various store locations, and other businesses as directed.
• Relay appropriate, pertinent, and detailed information to/from staff, doctors, managers, and vendors.
• Completes operational requirements by scheduling and fulfilling administrative projects and expediting work results.

Skills

Attention to detail

Communication skills

Punctuality and reliability

Adaptability in fast-paced environment

Physical stamina

Education

High School Diploma or GED

Tools

Office 365

Dropbox

Practice management software

Windows OS

Job description

Horizon Veterinary Specialists in Ventura, CA is seeking an organized Administrative Assistant to support hospital operations and communications with staff, doctors, and vendors. You will handle daily clerical tasks, invoices, deposits, scheduling, and inventory-related paperwork while maintaining accuracy and confidentiality.

The role requires a high school diploma, valid driver’s license, and at least one year of experience; proficiency with Office 365 and practice management software is