NVA

Pine Bush Equine Services & Veterinary Hospital, originally founded by the esteemed Dr. Howard Gill, has evolved into one of New York’s leading equine veterinary practices. Our state-of-the-art facility offers round-the-clock care, encompassing a wide range of medical and surgical specialties, ambulatory services, and advanced reproductive medicine. We pride ourselves on our dedicated team of specialists in reproduction, sports medicine, and all areas of equine health. Our veterinarians, veterinary technicians, assistants, and office staff are united in their commitment to delivering the highest quality care to our equine patients and exceptional service to our clients.

About the Role:

We are seeking an experienced and passionate Office Manager to join our premier equine veterinary practice. As a pivotal member of our management team, the Office Manager will work closely with Managing Veterinarians and practice owners to ensure the seamless and profitable operation of our facility. This role is critical in driving revenue, managing operational costs, and nurturing a culture of excellence in equine care and customer service.

Key Responsibilities:

Financial Management:

• Regularly analyze the financial health of the practice, identifying areas for improvement through detailed reporting.
• Ensure timely and accurate payroll processing for all staff members.
• Oversee accounts receivable, monitor cash flow, and conduct routine invoice audits.
• Maintain and control practice inventory, ensuring cost efficiency and availability of essential supplies.
• Perform key duties that support the financial performance and sustainability of the practice.

Client Service:

• Uphold and model the highest standards of client service, ensuring every interaction reflects our commitment to excellence.
• Address and resolve client issues effectively, ensuring thorough follow-up and client satisfaction.
• Drive client engagement and retention through strategic communication and targeted marketing efforts.
• Develop and implement a strategic marketing plan that enhances community engagement and practice visibility.
• Manage the practice’s online presence, including social media and targeted marketing campaigns, to strengthen our reputation and reach.

Operations Management:

• Develop and enforce practice policies, ensuring compliance with DEA/Controlled Substances regulations and OSHA standards.
• Monitor and maintain all equipment and computer systems, coordinating necessary repairs and updates.
• Manage the practice’s fleet of vehicles, ensuring they are well-maintained and compliant.
• Track and maintain current licensure for all veterinarians, ensuring full compliance with regulatory requirements.
• Oversee vendor relationships, negotiating favorable terms and ensuring reliable service.
• Oversee practice schedules and manage labor costs within budgetary guidelines.

People Management:

• Lead recruitment, training, and performance management of practice staff, addressing staffing needs as they arise.
• Provide continuous coaching, feedback, and opportunities for professional development.
• Implement performance-based incentive programs to motivate and reward staff.
• Manage all personnel fostering a positive and collaborative work environment.

Qualifications:

• Passion for Horses: A deep understanding and love for horses, whether professionally or as a hobby, is essential.
• A bachelor’s degree in business or a related field is preferred.
• 2+ years of managerial experience, with a strong focus on customer service.
• Experience within a veterinary practice or equine/mixed animal practice is highly desirable.
• Strong organizational skills with the ability to manage time, delegate tasks, and achieve results.
• Expertise in staff management, including coaching, development, and motivation.
• Knowledge of HR policies, protocol development, and compliance.
• Proficiency in reporting, data analysis, and financial management.
• Strong problem-solving abilities and decision-making skills.
• Effective customer service strategies and marketing techniques.
• Excellent interpersonal skills, with the ability to maintain professional and courteous relationships with both staff and clients.
• Basic computer proficiency, including Microsoft Office; experience with practice management software is a plus.

Join Our Team:

At Pine Bush Equine Services & Veterinary Hospital, we are dedicated to setting the standard in equine medicine and client care. If you are a skilled Office Manager with a passion for equine health and a commitment to excellence, we invite you to apply and join our exceptional team!