Administrative Assistant

Job Summary The Administrative Assistant at Paw Prints in Lima on Harding Highway, provides essential administrative and office support to ensure the smooth and efficient operation of the pet grooming business. This role focuses on client communication, scheduling support, record keeping, and general administrative tasks, allowing grooming staff and management to focus on service quality and daily operations. Essential Duties and Responsibilities Client Communication Answer and route incoming phone calls, texts, and emails in a professional and timely manner Respond to general client inquiries regarding services, pricing, and policies Send appointment confirmations, reminders, follow-ups, and policy notifications Address basic client concerns and escalate issues to management when necessary Maintain a courteous, professional, and brand-consistent communication style Scheduling & Appointment Support Assist with booking, rescheduling, and canceling appointments Ensure appointments comply with company policies (service length, pet size, breed restrictions, cancellation policies, deposits, etc.) Coordinate scheduling support across multiple salon locations and/or mobile units Communicate scheduling changes to management and grooming staff as needed Administrative & Record Management Maintain accurate and up-to-date client, pet, and service records Update records, client notes, and required documentation Organize and maintain digital and physical filing systems Assist with reports, spreadsheets, call logs, and internal documentation Track and log communications as required by company procedures Policy & Procedure Support Communicate company policies clearly and consistently to clients Assist with policy acknowledgments, waivers, and documentation Support consistency and compliance across all business locations Billing & Financial Support Assist with invoicing, payment tracking, and account updates Process refunds, or account credits when authorized Assist with daily sales reports and basic reconciliations Coordinate billing questions with management Marketing & Office Support Assist with email campaigns, promotions, and client communications as directed Help update website information, social media content, or printed materials Support client retention, referral, and loyalty programs Supplies & Vendor Coordination Order and maintain office and front-desk supplies Track inventory for assigned retail or grooming supplies Communicate with vendors and service providers as needed Confidentiality & Professional Conduct Handle sensitive client and employee information with discretion Maintain professionalism in a fast-paced, pet-centered environment Represent the company positively with clients, staff, and vendors Qualifications & Skills High school diploma or equivalent required Prior administrative, office, or customer service experience preferred Strong organizational and time-management skills Excellent verbal and written communication skills Proficiency with scheduling systems, email, and basic computer programs Ability to multitask and prioritize in a busy environment Comfort working around pets and in a grooming facility Social media experience preferred, with the ability to create engaging content, respond to messages and maintain an active presence on platforms such as Facebook and Instagram Work Environment & Physical Requirements Office and grooming salon environment with frequent interaction with pets Ability to sit, stand, and use a computer for extended periods Occasional lifting of office supplies (up to 25 lbs) Ability to work in a fast-paced, sometimes noisy environment Role Limitations This position does not perform pet grooming services and does not have authority over hiring, firing, payroll approval, or employee discipline unless specifically assigned by ownership or management.

Pay:

$17.00 - $20.00 per hour

Benefits:

Dental insurance Employee discount Health insurance Paid time off Vision insurance Application Question(s): Do you have previous administrative/office/customer service experience? Do you have social media experience? Do you have experience with using Microsoft office programs?

Education:

High school or equivalent (Required)

Work Location:

In person