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Equine Practice Operations Manager
2 months ago
The Equine Practice Manager is a key member of our team at Maricamp Animal Hospital, responsible for overseeing the day-to-day administrative operations of our equine practice. This role involves ensuring efficient communication between departments, implementing effective management practices, and maintaining a productive work environment.
Key Responsibilities- Supervise and ensure efficient execution of all administrative tasks, including invoicing, appointment scheduling, and database management.
- Maintain up-to-date and accurate statistics on individual, department, and overall company performance to guide decisions and apply corrective actions.
- Oversee the implementation and completion of treatment plans, ensuring compliance with best practices for patient care.
- Manage accounts receivable and payable, ensuring financial data is current and accurate.
- Lead initiatives to improve communication across all departments, ensuring all employees are fully trained and using the tools provided during their training.
- Ensure adherence to all regulatory and industry standards during both office and field operations, including horse shows and off-site events.
- Provide direct administrative support to the Executive Director and staff, assisting in freeing their time for strategic tasks.
- Coordinate inventory management to ensure efficient use of resources and maintain financial solvency.
- Address and resolve employee and client complaints efficiently by developing effective communication protocols.
- Foster and maintain ongoing relationships with clients, ensuring a high standard of client satisfaction and service delivery.
- Ensure compliance with internal and external audits by organizing all office-related tasks and responsibilities.
- Organize and manage monthly office stats and reports to provide insight into practice performance and areas for improvement.
- Perform collection calls and follow up on unpaid accounts in a timely and professional manner.
- Oversee the implementation of new programs and projects within the practice, ensuring timely execution and alignment with company goals.
- Handle equipment maintenance and insurance, ensuring all tools are functional and well-maintained.
- Perform additional tasks as assigned.
- Ability to lead the team effectively and make sound decisions independently, ensuring smooth day-to-day operations without constant oversight.
- Excellent verbal and written communication to maintain clarity in tasks and expectations, with particular skill in public speaking.
- Ensures that all administrative tasks and financial records are accurate and organized with knowledge of invoicing, accounts receivable, and budgeting with experience in Quickbooks or other similar accounting software.
- Ability to shift priorities and work effectively in dynamic, changing environments in collaboration with other departments and consultants.
- Ability to lead and motivate staff while creating a culture of accountability.
- Ability to manage time efficiently to meet deadlines for projects, appointments, and other operational tasks.
- Able to oversee multiple projects simultaneously, ensuring deadlines are met and objectives achieved.
- Strong interpersonal skills to maintain and nurture positive relationships with clients.
- Uses statistical data and performance metrics to guide operational decisions.
- Excellent ability to organize schedules, resources, and staff to optimize productivity.
- Proficiency in managing inventory, ensuring efficient use of resources.
- Skilled in Microsoft Office (Word, Excel, PowerPoint) and basic knowledge of Canva for presentations.
- Ability to handle high-pressure situations and deadlines while maintaining a calm and productive work environment.
- Bachelor's degree in Business Administration, Management, or a related field preferred.
- 5+ years of administrative management experience, preferably in a veterinary or medical practice setting.
- Strong background in financial management, including invoicing, accounts receivable, and budgeting.
