Customer Service / Receptionist

Description

Job Summary: We are seeking a customer-oriented, organized, and pet-loving Receptionist to serve as the first point of contact, manage appointments, and support administrative processes at CIVE Medical Pets. Key Highlights: 1. Key role in customer and patient care and management. 2. Opportunity to work in a pet-friendly environment. 3. Development of communication and problem-solving skills. **Job Description** At CIVE Medical Pets, we seek a customer-oriented Receptionist with strong organizational skills and a passion for pets. You will be the first point of contact for our customers and patients, providing information, managing appointments, and supporting administrative and billing processes. **Working Days:** Tuesday to Saturday **Schedule:** Morning shift, Tuesday to Saturday, 8:00 AM to 3:00 PM **Days Off:** Sunday and Monday **Main Responsibilities** * Provide warm and professional service to in-person, phone, and WhatsApp customers. * Schedule appointments for various medical services. * Register new patients in the system and process their intake. * Manage payments (cash, credit card, bank transfer) and perform shift closings. * Coordinate activities with departments such as grooming, veterinary staff, and administration. * Distribute paperwork, contracts, and membership materials. * Follow up on special orders for medications or pet food. * Invite customers to complete the quality survey. * Maintain order and cleanliness in the reception area. **Requirements** * Bachelor’s degree in Administration, Accounting, Secretarial Studies, or related field. * **1 year of customer service experience.** * Basic proficiency with office equipment and digital tools. * Organization, effective communication, and ability to work under pressure. * Preferred: Experience with virtual communication tools. * Love for pets. **⭐ Essential Soft Skills** **1\. Effective Communication (verbal and written)** Must convey clear, friendly, and accurate information—especially when explaining services, appointments, or medical bills. **2\. Empathy and Human-Centered Approach** Essential for interacting with pet owners in sensitive situations (anxiety, concern, grief, stress due to emergencies). **3\. Stress Tolerance** Reception is a high-volume area experiencing workload peaks, emergencies, simultaneous calls, and frustrated customers. Calmness must be maintained. **4\. Organization and Time Management** Must prioritize tasks, manage multiple channels (phone, WhatsApp, front desk), and maintain order in documentation and scheduling. **5\. Active Listening** Truly understand customer needs—even when not explicitly stated. **6\. Problem-Solving Ability** Capable of identifying solutions, rescheduling appointments when no slots are available, appropriately escalating issues, and avoiding phrases like “It’s not possible.” **⭐ Desirable Soft Skills** **7\. Service Mindset** Proactive in offering assistance before being asked; making every user feel welcome. **8\. Patience and Self-Control** Especially in complex scenarios: complaints, disputes, emergencies, anxious customers. **9\. Teamwork** Coordination with veterinarians, grooming staff, administration, and hospitalization teams. **10\. Adaptability** Flexibility to accommodate changes in workflows, new processes, high demand, or operational adjustments. **11\. Critical Thinking** To assess situations (billing, scheduling, deliveries, dissatisfied customers) and act judiciously. Employment Type: Full-time Salary: $8,000.00 \- $12,557.17 per month Benefits: * Salary increases * Discounts and preferential pricing * Option for indefinite-term contract * Free uniforms Work Location: On-site employment