Veterinary Office Manager en Veterinary Practice Partners

Northside is seeking a full-time Office Manager 

What to Expect

As you join our mission of "Healing Those That Heal Us," you’ll play a vital role in creating a welcoming and organized environment for our clients and team.

With strong administrative skills and a commitment to exceptional client service, you’ll oversee front desk operations, manage scheduling and communications, and ensure smooth day-to-day workflows. Your attention to detail and ability to prioritize will help maintain efficiency, support our staff, and deliver a positive experience for every client who walks through our doors.

Who are we looking for?

• Core qualities:
• Growth mindset – a leader who takes initiative, welcomes feedback, and always seeks avenues for continuously improving
• Independent leader looking for an opportunity to take ownership of work and lead by example
• Team approach – puts the team/community first and thrives in a collaborative environment
• Drives results – identifies opportunity areas, develops an action plan, and executes
• Effective time management, organization, multi-taskin,g and attention to detail
• Strong communication and conflict resolution skills with staff and clients
• Passionate about great customer service
• Comfortable with computers and software (e.g., Teams, Microsoft Office, Slack, etc.)
• Must have strong capabilities in: balancing needs of business and staff, organization and prioritization, problem-solving, computer systems (our practice management system), and the ability to both formulate plans and drive results on your own and in conjunction with the leadership team.

Schedule: Full-time position, 35-40 hours per week. Typical schedule Monday through Friday, with flexibility to work occasional Saturdays.

Pay: $33- $37 per hour, based on the candidate's skills, experience, and qualifications.

Benefits:

We’re dedicated to your well-being and offer a comprehensive package and professional development opportunities to support your work and home life. These include:

• All the benefits you deserve—medical, dental, vision, and retirement.
• Paid time off. Take the time you need to recharge.
• Employee pet discount because we know your pets are family, too.
• 401(k) with a generous company match to help you invest in your future while you care for pets today.
• Guardian voluntary benefits, including optional supplemental coverage

Requirements & Responsibilities:

• Reports directly to Regional Operations Director (Elena Rohner) and Hospital Leadership
• Support Hospital Leadership to lead day-to-day practice operations, including administrative duties, client service and reception team oversight – primarily on the floor with hospital team
• Opportunity for promotion to Practice Manager pending performance and demonstrated results growing the practice

Requirements & Responsibilities:

• Oversee day-to-day operations in collaboration with Partner Doctors, Medical Director, and Operations Director, with a primary focus on operational excellence, including:
• Client Service:
• Ensure that all clients are greeted warmly, and their needs are addressed promptly, whether over the phone or in person.
• Oversee appointment scheduling to ensure efficient use of clinic resources, minimizing wait times while maximizing veterinarian and technician productivity.
• Oversee client check-ins/check-out processes, ensuring accurate collection of information, payments, and scheduling of follow-up appointments.
• Ensure proper maintenance and cleanliness of the hospital’s facilities and equipment. Maintain the reception area’s cleanliness and organization to create a welcoming environment.
• Develop and implement client retention and outreach programs to enhance client engagement and loyalty.

• Reception Team:
• Manage and supervise the receptionist team, including scheduling and daily oversight. Play supportive role in performance management with Hospital Leadership in primary management role.
• Ensure receptionists are trained in customer service protocols, phone etiquette, appointment scheduling, and use of the clinic’s management software.
• Manage the clinic’s phone system, ensuring calls are answered and messages are relayed accurately and promptly to the appropriate staff members.
• Maintain and update training materials and standard operating procedures for reception staff to ensure consistent service delivery.
• Train new staff on customer service protocols, clinic policies, and the use of veterinary software.

• Issue Resolution:
• Act as the first point of contact for any issues or concerns raised by reception staff or clients, resolving conflicts, and providing guidance.

• Patient Care:
• Collaborate with veterinarians and technicians to ensure high standards of patient care and treatment.
• Monitor and improve patient flow and clinic efficiency to minimize wait times and enhance the client experience.

• Administrative:
• Support Leadership with scheduling of staff, including technician and support personnel, to ensure adequate coverage and efficient workflow.
• Handle the processing of payments, billing inquiries, and insurance claims, ensuring accurate financial records.
• Monitor and ensure accurate entry of client and patient information into the practice management system, maintaining up-to-date records.
• Ensure the reception area is stocked with necessary supplies, including forms, informational brochures, and office materials.
• International health certificates: Responsible for accurate and timely completion of international health certificates for the practice and training and oversight of certificate completion by other practice team members.

About Us – Northside Veterinary Clinic:

Established in 1997 as Williamsburg, Brooklyn's first integrative veterinary clinic, Northside Veterinary Clinic was founded with the philosophy that all patients should be treated with respect, kindness, and understanding. We are a full-service, state-of-the-art animal hospital with an emphasis on wellness and preventative healthcare for companion animals of all ages.

Our team of four skilled doctors, led by family team of Dr. Daniel Leiman, Dr. Barbara Eisner and Dr. Stacey Leiman, have 30+ years of experience providing personalized and compassionate veterinary care to the Brooklyn community. At Northside Veterinary Clinic, we strive to combine our extensive experience and modern medicine practices to best serve our clients by providing first-rate pet care.