Receptionist

Work from home position, with some in-person meetings (must be based in Melbourne)

Part-time 2.5 weekdays per week, (8.30am - 6pm Tuesday and Wednesday, 8.30am - 1pm Friday)

Meetings held in Avondale Heights and Fitzroy North

About Soundiagnosis and the role

Soundiagnosis is delighted to announce a part-time Receptionist position! We are a mobile business that provides advanced diagnostic ultrasound to the veterinary clinics of greater Melbourne and surrounds. We love supporting our clients and their patients and enjoy an enviable profile in the veterinary industry. We are a dynamic business where no two days are ever the same!

As the first point of contact, you will be crucial to our success through building and maintaining positive relationships with our clients, delivering gold-star customer service at all times, and providing high-level administrative support to the business. You will be responsible for booking appointments, managing multiple busy schedules, and keeping our teams of vets and vet nurses on the road informed and organised throughout the day.

This is a part-time position of 2.5 weekdays per week (8.30am - 6pm Tuesday and Wednesday, 8.30am - 1pm Friday).

Primary responsibilities:

Being the first point of contact: answering all phone calls to the business, responding to email enquiries and live chat messages promptly

Managing multiple busy diaries and organising meetings and appointments in the most efficient manner for the road teams

Proactively delivering accurate and efficient administrative support and co-ordinating activities for the Director and the team to meet the needs of the business

Additional responsibilities:

Manage databases and filing systems

Issue invoices to clients, and collate/file expenses

Liaise with staff, suppliers and clients

Implement and maintain procedures/administrative systems

Prepare reports, presentations and correspondence

Miscellaneous tasks to support the Director

We are looking for someone with:

Excellent phone manner with a warm and friendly personality

A very high level of attention to detail

A high level of autonomy, problem solving skills and initiative

Flexibility and adaptability with changing circumstances

Pursuit of the highest standards of client service, administration and professionalism

Team player with a positive attitude, eager to learn and willing to help out where needed

Sound knowledge of veterinary industry or the willingness to learn

Key Selection Criteria:

Minimum 2+ years of experience in a busy Reception role

Minimum 2+ years of experience in a working from home role

Proficient in making appointments and maintaining a complex schedule

Demonstrated ability to be proactive and take the initiative in the workplace

Strong organisational skills, with demonstrated experience of managing multiple tasks at once and taking admin projects through to completion

Discretion and trustworthiness: you will often be privy to confidential information

Excellent verbal and written communication skills

A sound knowledge of the Microsoft Office suite and the ability to learn company-specific software

How to apply

To be considered for this position please submit your CV and cover letter (addressing the above Key Selection Criteria) via SEEK, along with a short WhatsApp video explaining why you're the right person for this role to 0430 343 802. Applications received without an accompanying video submission will not be considered.

Applications close Friday 24th October 2025.

Please direct any questions regarding this role to Emma at [email protected]. Please do not send applications to this email address and please do not phone the business regarding this position.