Receptionist

The Receptionist serves as the first point of contact for clients and their pets, ensuring a welcoming and professional environment. This role involves managing appointments, handling inquiries, processing payments, maintaining records, and supporting the veterinary team to deliver high-quality service.

Key Responsibilities

1. Client Reception & Communication

• Greet clients and their pets in a warm, friendly, and professional manner.
• Answer incoming calls, respond to emails, and provide accurate information on clinic services.
• Schedule and manage appointments for consultations, vaccinations, surgeries, and other procedures.
• Send appointment reminders and follow-up messages to clients.
• Provide estimates for services and products, and coordinate with nurses and vets for follow-up calls after procedures.

2. Client Check-In & Check-Out

• Assist clients with check-in procedures, ensuring accurate information collection.
• Guide clients through completing registration forms.
• Obtain signed consent forms for proposed treatments or procedures.
• Process check-out transactions, ensuring accuracy in billing and record-keeping.

3. Billing, Invoicing & Payment Processing

• Scan products and services for billing accuracy.
• Generate invoices for services rendered and enter details into the clinic’s software.
• Accept and process cash, card payments, and e-payments.
• Reconcile daily sales totals and cash drawers, ensuring accurate financial records.

4. Record-Keeping & Database Management

• Maintain up-to-date client and patient records
• Generate sales, inventory, and financial reports as required.

5. Inventory & Retail Management

• Monitor stock levels for pet food, medications, and retail products.
• Place orders with suppliers, receive deliveries, and ensure accurate stock entry.
• Conduct regular inventory counts and resolve discrepancies.
• Provide basic product information to clients and upsell appropriate retail items.

6. Veterinary Team Support

• Assist veterinarians and nurses with administrative tasks such as filing and data entry
• Coordinate with the veterinary team to fulfill prescription diet and medication orders.

7. Cleanliness & Maintenance

• Maintain cleanliness and organization of the reception area, waiting room, and public spaces.
• Support general office maintenance tasks when required.

8. Emergency Handling

• Respond calmly and efficiently to emergency cases.
• Direct clients to the veterinary team promptly in urgent situations.

9. Product Knowledge & Sales Support

• Stay informed about clinic services and product offerings.
• Attend training sessions and product demonstrations to enhance knowledge and sales skills.
• Provide input to marketing and promotional campaigns.

10. Market Awareness

• Conduct basic market research to identify opportunities and understand competitor offerings.

11. Professionalism & Teamwork

• Demonstrate punctuality, reliability, and professional personal presentation.
• Collaborate with colleagues to ensure smooth daily operations.
• Support co-workers by undertaking additional tasks when needed.

12. Policy & Procedure Compliance

• Adhere to all clinic policies and procedures regarding sales, billing, payments, and client data.
• Maintain confidentiality and professionalism at all times.

Job Type: Full-time

Language:

• Arabic (Preferred)