Equine Veterinary Hospital Office Assistant - Bluegrass Equine Surgery

About the Role

Join our team as an Equine Veterinary Hospital Office Assistant who supports and adds value to an efficient organization dedicated to quality care and exceptional service. You will perform a variety of clerical and customer service work in providing support to the hospital and to clients during often high-stress situations. Bluegrass Equine Surgery (BES) in Versailles, Kentucky, is an equine veterinary practice providing exceptional client service and primary medical care in the central Kentucky region. We are building a new, diverse, supportive, and driven team.

Responsibilities

• Answer phones, assist clients as needed, escalating to other Hospital Administrators as needed.
• Welcome and host clients/visitors in a professional manner.
• Maintain calendars, including but not limited to, surgeon’s in-clinic patient calendar.
• Send appropriate communication to clients regarding appointments and have all documents ready for efficient admission and discharge of patients, such as admission forms, Coggins, and health certificates.
• Send reports to clients for thoroughbred sales, maintaining an organized system to keep track of all sales horses and required paperwork.
• Listen and type up doctoral dictations for approval and send reports to clients.
• Respond to inquiries about the range of services the practice provides, refer to appropriate department/staff member as needed.
• Receive and distribute incoming mail, and process outgoing mail.
• Coordinate and schedule appointments; provide clients with appointment reminders and any special instructions.
• Use office 365, ezyvet, and FileMaker to support day-to-day operations and clients.
• Respond to client emails; type and edit a variety of correspondence, and process faxes.
• Handle any onsite interactions in the main lobby.
• Keep and maintain cleanliness of the front lobby.
• Organize and track office equipment, ordering supplies, and maintaining cleanliness of storage closet to ensure there is enough office supplies.
• Willing to work full weekends during horse sales.
• Perform other duties assigned by Hospital Manager.

Requirements

• Applicants must be 18 years of age or older to be considered for this position.
• Must have experience with the equine industry, understanding of the Thoroughbred industry in central Kentucky.
• Experience in veterinary practice settings.
• Experience answering phones, handling client communications.

Preferred Skills

• In-depth knowledge of the central Kentucky Thoroughbred industry.
• Understanding of thoroughbred sales, farm knowledge.
• Experience in equine veterinary practice.

Schedule

Tuesday-Friday from 8am to 5pm and Saturday from 8am to 12pm. Can be flexible on Saturday schedule (e.g., could be 9am to 1pm). Willing to work full weekends during horse sales.

Benefits

• Medical, dental, and vision insurance.
• Paid Parental Leave (birth, adoption, foster).
• 401(k) with discretionary contribution.
• Team Member Pet Discounts.
• Emotional wellbeing support — including Calm app access and 24/7 EAP.
• CE stipends and career development resources.
• Grant Circle — a relief fund for team members facing personal hardship.
• Local hospital culture backed by national resources.

Pay

Pay Range $17—$18 USD.