Business Operations Admin Specialist

About Penbrothers Penbrothers is an HR & remote talent management partner and one of the fastest-growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.

About the Client

Our Client is a modern veterinary care provider utilizing advanced clinical management platforms like Vetspire (including Vetspire AI tools) and ZenDesk to streamline operations and ensure high-quality patient care.

About the Role

Our client is looking for a Business Operations Admin Specialist focused on executing critical administrative tasks, primarily ensuring patient medical records and recurring reminders are accurately maintained across clinical platforms and proactively reaching out to external clinics for missing data.

What you'll do

Your responsibilities will center around medical records management, system data entry, and clinical outreach:

• Audit & Populate Patient Reminders: Review patient profiles that have existing medical records but lack recurring triggers. You will read through PDF attachments (often from external clinics), extract prior medical procedures (like vaccine administration), and enter the correct recurring cadence (e.g., Rabies every 1–3 years) into Vetspire.
• Leverage & Verify AI Tools: Utilize Vetspire's AI tools to accelerate the data-entry process, while carefully vetting the AI's output to catch and flag any inaccuracies or misses.
• Process Client-Submitted Records: Retrieve client records submitted via ZenDesk, extract the relevant medical histories to set reminders, and upload the PDF documents directly to the patient's Vetspire file.
• Pre-Appointment Record Collection: Check the upcoming day's appointment schedule to identify missing records where a referring DVM (Doctor of Veterinary Medicine) is noted.
• Clinic Outreach: Actively call and reach out to external veterinary clinics using a provided TalkDesk account to solicit and secure missing patient medical records ahead of their appointments.

What You Bring

While the document focuses heavily on duties, the ideal candidate will need to possess the following skills and attributes to be successful:

• Technical Familiarity: Comfort working with (or quickly learning) clinical software and communication tools like Vetspire (including AI tools) , ZenDesk , and TalkDesk.
• Strong Attention to Detail: The ability to meticulously read through multi-page PDF medical records, accurately identify specific vaccine history/procedures, and cross-reference AI-generated data for quality assurance.
• Administrative & Data Entry Skills: Experience accurately inputting medical data and uploading files into a content management system or electronic health record (EHR) platform.
• Proactive Communication: Comfortable making professional outbound phone calls to veterinary clinics to request and track down sensitive patient information.
• Autonomy: Capability to work efficiently and reliably in a fully remote environment using provided lists of daily tasks.

Our Hiring Process

We utilize AI tools to enhance hiring efficiency and ensure a fair evaluation. Consequently, candidates will engage with an AI Interviewer, supervised by Human Talent Acquisition Experts who will support your entire application journey.

Our AI Expectations: While we encourage you to use AI for CV refinement and research, we require that all interviews and assessments be completed through your own authentic effort. The use of real-time AI assistance during interviews or to complete skills tests is strictly prohibited to ensure a fair and genuine evaluation of your capabilities.

What You'll Get

At Penbrothers, we are obsessed with creating positive employee experiences. Here you'll find an environment that nurtures learning and provides opportunities for growth. You'll have the opportunity to make an impact on fast-growing startups and dynamic companies.

· Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.

· Employee as our biggest asset: We are genuinely invested in our people's career and welfare.

· Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.

· Powering global startups: We've created 1,400 Filipino jobs that empower global start-ups to focus on growth.