• Job Description

  Req#: 32484386274
  Animal Hospital Administrative Supervisor
  
  Helen Woodward Animal Center | Rancho Santa Fe, CA
  
  Pay: $25 - $29/hour
  
  Schedule: Full-Time (Various days and hours, weekends and holidays as needed)
  
  Do you have a passion for providing exceptional service and a heart for animals? Join our team at Helen Woodward Animal Center and put your leadership skills to work for a meaningful cause!
  
  As a Hospital Administrative Supervisor, you'll lead our front desk operations and support daily hospital administration for our Companion Animal Hospital - ensuring a supportive, organized and welcoming environment for our staff, clients and pets alike!
  
  What You'll Do:
  
  • Supervise and support front desk staff to ensure a clean, organized, and client-friendly environment
  • Manage all client communications (in-person, phone, email, written)
  • Respond to customer service escalations
  • Assist with admin tasks, including scheduling, supply orders, and IT requests
  • Ensure completion of daily reports and adherence to protocols
  • Train and mentor staff, providing clear direction and support
  • Approve schedules and adjust appointments for efficient daily flow
  • Oversee billing: review invoices, send statements, follow up on payments and maintain records
  • Handle all accounts payable and receivable
  • Support purchasing and track expenses, including Military Fund spending
  • Ensure safety, compliance, and professionalism across all interactions while adhering to Center policies and procedures
  What We're Looking For:
  • 2+ years of supervisory experience leading a team of CSRs
  • Knowledgeable on billing, inventory, accounts payable/receiving
  • Excellent communication, customer service, and problem-solving skills
  • Ability to multitask and work independently in a fast-paced setting
  • Experience working in a veterinary hospital or animal care environment is a plus, but not required
  • Proficient in Microsoft Office and multi-line phone systems
  • Able to lift 55 lbs. independently, 100 lbs. with assistance
  • Comfortable working around animals, fur, dander, and waste
  • Valid driver's license, clean DMV record, and proof of insurance
  • Consistent, punctual attendance required
  • Bachelor's degree a plus
  Why You'll Love It Here:
  • Work with a purpose-driven, animal-loving team
  • Make a real impact on the lives of people and pets every day
  What We Offer:
  
  At Helen Woodward Animal Center, we believe in compassion-for animals and for our people. When you join our team, you're not just working for a cause, you're becoming part of a community that values your well-being. Here's how we show our appreciation:
  • Paid Medical & Dental Coverage - Your health matters to us-fully covered so you can focus on making a difference.
  • Group Vision Plan - Keep your eyes on the mission with vision care that supports you.
  • Generous Paid Time Off - Includes paid holidays, sick time, and vacation-because rest and recharge help fuel your passion.
  • 403(b) Retirement Plan with Employer Match - A future as bright as the lives you help save.
  • Employee Discounts - Because we care for our team the way we care for our animals.
  • Monthly Recognition Events - We like to make you smile as much as our animals make us smile.
  
  
  Working here means more than a job-it's a calling. Come be part of something truly meaningful.
  
  Helen Woodward Animal Center is a Smoke-free environment. Smoking is not permitted in any HWAC building or vehicle.
  
  HWAC is an equal opportunity employer and dedicated to promoting an inclusive environment for all of our employees and prospective candidates.

• About the company

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