Job Summary:
The Veterinary Clinic Administrator a key role in maintaining smooth operational workflows, ensuring timely processing of financial data, coordinating internal and external communications, and managing essential administrative tasks. This role demands strong attention to detail, organizational skills, and proficiency in data management tools to support various branches, departments, and service providers.
Key Responsibilities:
- Accurately update and manage invoice data in Excel, ensuring all financial transactions are properly recorded and aligned with company standards.
- Review and identify any discrepancies in financial transactions, flagging unbalanced entries for further investigation and reconciliation.
- Generate billing documentation for Mount Pleasant branches, ensuring accuracy in amounts and prompt distribution of invoices for timely payments.
- Update and post employee rosters in the Infotech system, ensuring accurate scheduling information is available for team members.
- Conduct inventory counts and prepare detailed reports to track stock levels, monitor discrepancies, and provide recommendations for inventory control.
- Coordinate logistics and materials in preparation for company-wide CE Talks, ensuring all participants have necessary resources and event goals are met.
- Serve as the primary liaison for contractors, coordinating necessary repairs or maintenance tasks and ensuring minimal disruption to daily operations.
- Conduct procurement process and coordinate with suppliers to ensure timely procurement is carried out. Source for new or alternative pharmaceuticals/ supplies.
- Support the clinic front desk operations on an ad hoc basis, when manpower situation requires.
- Assist and support the Practice Manager in any other matters relating to daily operations of the clinic.
Qualifications & Skills:
- Preferred Diploma in Business Administration.
- Minimum of 2 years of experience in an administrative, finance, or operations support role.
- Proficiency in Microsoft Office Suite, with strong skills in Excel and Word.
- Willingness and ability to learn new software and systems as needed (e.g., Infotech or other scheduling/inventory management tools).
- Strong attention to detail, with an ability to identify discrepancies in financial records and transactions.
- Effective written and verbal communication skills, with a customer-focused approach when dealing with clients and contractors.
- Proven ability to manage multiple responsibilities and prioritize tasks in a fast-paced environment.
