The Veterinary Receptionist serves as the first point of contact for clients of Smoky Mountain Farmers Co-op Veterinary Services. This position is responsible for delivering exceptional customer service while efficiently coordinating appointments, managing client communications, processing payments, and supporting the daily operations of our large animal ambulatory veterinary practice. The ideal candidate is organized, detail-oriented, and thrives in a fast-paced environment while maintaining a professional and compassionate demeanor.
ESSENTIAL DUTIES & RESPONSIBILITIES:
- Greet clients in person and over the phone with professionalism and courtesy.
- Schedule veterinary appointments and coordinate daily calendars with veterinarians and staff.
- Answer incoming calls, provide information, and direct inquiries appropriately.
- Communicate emergency calls and schedule changes to veterinarians in a timely manner.
- Enter and maintain accurate client, patient, billing, and appointment information within practice management software.
- Process invoices, payments, purchase orders, and other financial transactions.
- Balance cash drawer and complete daily opening and closing procedures.
- Assist clients with medication pickups, retail purchases, and product inquiries.
- Maintain accurate records and organize client files.
- Keep the reception and waiting areas clean, organized, and welcoming.
- Work closely with veterinarians and support staff to ensure efficient daily operations.
- Maintain confidentiality of client and business information.
- Follow all company policies, safety procedures, and veterinary office protocols.
QUALIFICATIONS:
- Outstanding customer service and interpersonal skills.
- Excellent verbal and written communication abilities.
- Strong organizational and time management skills.
- Ability to multitask while maintaining attention to detail.
- Professional telephone etiquette.
- Proficiency with Microsoft Office (Word, Excel, Outlook) and Google Workspace.
- Ability to quickly learn veterinary practice management software.
- Dependable, self-motivated, and able to work both independently and as part of a team.
- Ability to remain calm and professional during busy periods and emergency situations.
- Knowledge of large animal species and veterinary terminology is preferred.
EDUCATION/EXPERIENCE REQURIEMENTS:
- High school diploma or GED required.
- Previous receptionist, administrative, or customer service experience required.
- Veterinary clinic experience preferred.
- Experience handling cash, processing payments, and maintaining financial records preferred.
- Experience working in agriculture, livestock, or animal health is a plus.
PHYSICAL REQUIREMENTS:
- Ability to sit, stand, and walk for extended periods throughout the workday.
- Ability to use computers, telephones, and standard office equipment for prolonged periods.
- Ability to lift and carry up to 25 pounds.
- Ability to bend, stoop, reach, and perform routine office tasks.
- Ability to work in both office and veterinary environments with occasional exposure to animals, medications, and agricultural settings.
