Job Description

Job Summary:

Zabeel Veterinary Hospital

is seeking a courteous, organized, and proactive

Receptionist

to serve as the first point of contact for clients and visitors. The Receptionist plays a vital role in delivering exceptional customer service, managing appointments, and supporting smooth administrative operations within the hospital.

Key Responsibilities:

Client & Visitor Interaction

Welcome and greet clients and visitors professionally, ensuring a positive and compassionate first impression. Assist clients with queries, provide directions, and attend to individual needs with empathy and urgency. Communicate clearly and positively with distressed, emotional, or frustrated clients.

Customer Service

Deliver high standards of customer service with a focus on empathy, responsiveness, and professionalism. Understand hospital services, departments, and veterinarians' specialties to effectively refer clients and book appointments.

Appointments & Communication

Schedule, confirm, and manage appointments and procedures according to the veterinary team's schedule. Call clients to confirm appointments and follow-ups. Answer phone calls and emails promptly and professionally. Relay accurate messages between clients, medical staff, and management.

Administrative & System Support

Use hospital management software (e.g., VETport) to register and update client/patient information. Ensure all registration and consent forms are completed prior to appointments. Maintain and organize accurate medical and client records.

Billing & Financial Duties

Generate invoices and take payments or deposits for services rendered. Create and send payment links to clients. Manage petty cash and liaise regularly with the accounting team to track daily income and expenses. Maintain proper financial documentation and assist with daily reconciliation.

Operational Support

Monitor patient and client flow at the reception to minimize wait times and ensure service efficiency. Distribute hospital paperwork and assist clients in filling forms as required. Coordinate with the admin and medical team regarding client concerns or payments. Maintain functionality of office equipment and report any issues promptly. Prepare and share daily patient logs with hospital management.

General Duties

Assist colleagues with administrative tasks as needed. Handle incoming and outgoing mail, couriers, and faxes. Ensure the reception area is tidy, welcoming, and stocked with necessary materials.

Required Skills & Qualifications:

Proven experience as a receptionist or front desk representative (preferably in a veterinary or medical setting). Strong communication and interpersonal skills. Ability to handle sensitive situations with compassion and professionalism. Excellent time management, multitasking, and organizational abilities. Proficiency in using computer systems and hospital management software (e.g., VETport or similar). Basic knowledge of financial transactions and recordkeeping.
Fluent in English; knowledge of Arabic is a plus.

Job Types: Full-time, Permanent

Language:

* Arabic (Preferred)