Receptionist

JOB TITLE: Receptionist REPORTS TO: Practice Manager FLSA CLASSIFICATION: Non-Exempt STATUS: Full-time or Part-time ABOUT ROOTS At Roots Veterinary Hospital, we believe pets deserve better than corporate medicine. Dr. Amanda Olsen and team founded Roots to step away from rushed appointments and one-size-fits-all protocols. We slow down, listen, and pair exceptional medicine with genuine relationships in a calm, welcoming space. Care here is a partnership, and you will play an integral role. THE ROLE Be the welcome. Our Receptionist is the first hello and the calm at the center of each day. You orchestrate check-ins, calls, and calendars with poise while keeping our lobby polished and days flowing smoothly. You anticipate needs, communicate clearly, and bring a positive touch to the practice. Smooth the day’s edges with thoughtful gestures, supporting with an extra-helpful note, or a just-in-time redirect. You’re the anchor who keeps our pet families comfortable and our team connected. At Roots, our Receptionist embodies our mission of relationship-driven care. You’re often the first person our clients meet and the lasting impression they carry home. Like every team member here, you are part of our family and help foster the genuine connections that set us apart from corporate medicine. A PIVOTAL POSITION Care starts at reception. You greet each client, check them in efficiently, and prepare charts and notes so doctors and technicians can be fully present. You manage phones, scheduling, and follow-ups with clarity and kindness. Your steadiness turns busy days into smooth experiences. WHO YOU ARE Initiative | Integrity | Collaboration | Flexibility | Independence| Resilience You proactively find ways to elevate the client experience and streamline daily operations. You bring forward thoughtful solutions, test them in practice, and refine based on feedback. You gather input from the right people, communicate clearly, set timelines, and carry projects from idea to adoption. You share results and lessons learned to fuel continuous improvement. You live our values of trust, honesty, and sound judgment in every interaction, especially when nobody is watching. You work smoothly with teammates, share information promptly, and collaborate to support our mission of exceptional pet care. Change does not faze you. You take on new situations with composure and step into any responsibility that serves our purpose. You work confidently with autonomy, ask for guidance when it improves outcomes, and keep a warm, can-do presence even on the busiest days. CORE RESPONSIBILITIES Client Partnership: Welcome each pet family by name. Listen to understand needs. Educate on wellness plans, preventive care, and available services. Partner with clients to schedule appropriate appointments. Scheduling & Calendar Management: Manage the appointment calendar with precision. Monitor online bookings, confirm visits, and optimize daily flow to minimize wait times. Communication Hub: Answer phones professionally. Route calls and messages to the right team member. Share updates promptly to keep the team connected. Records & Data Integrity: Enter and verify client, patient, and visit details for accurate, complete records. Support documentation that enables personalized care. Lobby & Daily Operations: Keep the lobby clean, organized, and welcoming. Coordinate deliveries and general front-of-house flow. Provide backup support during busy periods or emergencies. Team Collaboration: Coordinate with veterinarians and technicians to support smooth patient flow and comfort. Jump in where needed to keep the day moving. Payments & Estimates: Process payments accurately, review estimates and invoices with clients, and handle basic financial transactions. QUALIFICATIONS Strong written and verbal communication in English Proven customer service skills and a client-first mindset Ability to prioritize and multitask with accuracy and composure Comfort with veterinary software and standard office tools Basic math skills for transactions and conversions EXPERIENCE, EDUCATION, AND TRAINING High school diploma or equivalent preferred Previous reception or client service experience preferred A passion for animals and their families Commitment to personalized, relationship-driven care WORK SETTING This is an active, front-desk role in a clinical environment. Expect regular standing and walking, direct interaction with animals and families, and occasional lifting up to 50 pounds with assistance or tools. You will work around clinical equipment, use PPE as needed, and spend time on a computer in variable noise levels. We are committed to an inclusive workplace and will provide reasonable accommodations in accordance with applicable laws. #J-18808-Ljbffr