WFH - Recruitment and Operations Support

Job Description

This is a remote position.

Role Overview

Seeking Recruitment & Operations Support Virtual Assistant to serve as a key partner in building and supporting the management structure of the clients' veterinary practices.

This individual will be responsible for :

Recruitment and Staffing Support – Driving the hiring process for multiple clinic roles.

Operational Workflow Support – Assisting practice managers and the future COO with systematization, documentation, and task coordination.

Administrative & Financial Support – Assisting with accounts payable / receivable, vendor management, and executive assistant functions.

This is a full-time role designed for a proactive, detail-oriented professional who thrives in a fast-paced, multi-entity business environment.

Key Responsibilities :

Recruitment & HR Support (Top Priority)

Create, post, and manage job ads across recruitment platforms (Indeed, LinkedIn, social media, and veterinary job boards).

Source, screen, and coordinate interviews for candidates (COO, Inventory Manager, Veterinary Technicians, Receptionist).

Maintain applicant tracking system and provide weekly hiring updates.

Support onboarding and initial training coordination with practice managers.

Operations & Systems Support

Assist in documenting SOPs and operational processes into a digital playbook.

Provide task tracking, workflow coordination, and project support for practice managers and COO.

Help manage vendor / supplier communication and compliance requirements.

Research procurement opportunities to ensure optimal pricing and cost savings.

Administrative & Financial Support

Manage accounts receivable follow-ups : develop systematic reminders and assist with client payment outreach.

Review invoices to ensure correct pricing / markups before billing entry.

Code invoices into appropriate categories for bookkeeper / QuickBooks integration.

Assist with financial reporting and expense tracking.

Support executive-level tasks such as email management, calendar scheduling, and meeting coordination .

Requirements

Qualifications & Requirements

Proven experience in recruitment coordination, operations, or executive support (experience in healthcare or veterinary industry preferred but not required).

Strong understanding of accounts payable / receivable processes and basic bookkeeping (QuickBooks knowledge a plus).

Excellent organizational, administrative, and communication skills.

Ability to manage multiple priorities with attention to detail.

Proactive, resourceful, and capable of working independently with minimal supervision.

Tech-savvy with experience using :

Recruitment platforms (Indeed, LinkedIn, industry boards)

Project / task management tools (Asana, Trello, or similar)

Google Workspace / Microsoft Office

QuickBooks or comparable accounting software

Benefits

• Health and Wellness : Comprehensive HMO coverage for you and your dependents.
• Security and Peace of Mind : Group Life Insurance Benefit to safeguard your future.
• Financial Flexibility : Virtual Credit Card for added convenience and purchasing power.
• Work-Life Balance : Generous Paid Leaves to recharge and prioritize personal time.
• Government Benefits : Full support for required government benefits.

Supplemental Pay Types

Requirements

Qualifications & Skills Extremely organized and detail-oriented – thrives in structured environments Process-driven – comfortable following and improving SOPs Fluent in Excel (Pivot Tables, VLOOKUP, formulas, filtering, etc.) At least 2–3 years of experience in operations, admin, or systems support Strong written communication skills; clear and professional documentation is key Familiar with QuickBooks, Google Workspace, and CRM / project tools like Monday.com (preferred) Background in healthcare, billing, or BPO is a plus, but not required Comfortable working independently while collaborating with U.S.-based leadership