At Portland Pets Food Company, we are seeking dedicated and organized individuals to join our team, supporting our operations through efficient administrative assistance and secretarial duties. The ideal candidates will demonstrate strong organizational skills, a keen attention to detail, and the ability to handle sensitive information with discretion.

Key Responsibilities:

Administrative Support: Provide comprehensive administrative support to the team, including scheduling appointments, managing calendars, and coordinating meetings.
Documentation and Record Keeping: Maintain accurate and up-to-date client records, including intake forms and session notes, ensuring all documentation complies with confidentiality and privacy regulations.
Communication Management: Serve as the first point of contact for clients, answering phones, responding to emails, and managing general inquiries with professionalism and empathy.
Data Entry and Management: Input and update client data in our electronic health records system, ensuring accuracy and completeness.
Billing and Invoicing Support: Assist with the preparation and processing of client billing and invoicing, collaborating with the finance department to resolve any discrepancies.
Confidentiality Assurance: Handle all client and organizational information with the utmost confidentiality and integrity.

Qualifications:

Proven experience in an administrative role.
Strong organizational skills and attention to detail.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other office technology.
Ability to manage multiple tasks and prioritize effectively.
Strong interpersonal skills and a customer-service orientation.
High level of discretion and confidentiality.
A proactive approach to problem-solving with strong decision-making skills.
High school diploma or equivalent; additional qualifications in office administration are a plus.

We encourage applications from all qualified candidates and look forward to welcoming new team members who are passionate about providing exceptional support to our clients and staff.