The Front Office Associate ensures a seamless client experience by managing appointments, addressing inquiries, processing payments, and handling billing tasks. This role combines customer service, administrative support, and financial accuracy to contribute to the clinic's efficiency and client satisfaction. 

Reception 

Client Interaction & Reception Management 

• Greet clients warmly and professionally, ensuring a welcoming atmosphere for both clients and their cats. 
• Manage client check-ins, verify appointments, and coordinate with the veterinary team for a seamless experience. 
• Address client inquiries and concerns via phone, email, Viber, and other communication platforms promptly and accurately. 
• Ensure the waiting area is calm, organized, and cat friendly. 
• Communicate clinic policies, procedures, and services clearly and politely. 

Appointment and Scheduling Coordination 

• Schedule and confirm appointments using the clinic’s scheduling software, ensuring accurate and efficient time management. 
• Send reminders for upcoming appointments and follow up on missed bookings. 
• Organize and coordinate bookings for home services, pick-ups, and online consultations. 

Customer Service Excellence 

• Proactively communicate next steps to clients, including post-consultation care, diagnostic tests, or confinement requirements. 
• Ensure smooth coordination with the veterinary team for test results, billing, and follow-up care. 
• Solicit feedback from clients before they leave the clinic and follow-up on discharged patients to check their cats' status. 
• Recommend relevant promotions and services to clients based on their needs. 

Operational Support 

• Ensure accurate recording and organization of forms and documentation such as OT, LR, CD, and invoices. 
• Assist in clinic events and support other departments as needed. 

Collaboration 

• Collaborate with the cashier and other teams to ensure smooth workflows. 
• Update and maintain daily reports, such as the Promotions Availment Tracker and Daily Booking Tracker.