Records Management Associate Jobs in Oklahoma (NOW HIRING)

The ICSI/ Equine Breeding & Office Administrator supports the daily administrative operations of a busy equine breeding ranch. This position serves as the primary point of contact for clients, stallion owners, mare owners, veterinarians, and ranch staff while maintaining breeding records, contracts, billing support, horse documentation, and regulatory paperwork. The coordinator ensures exceptional customer service, accurate recordkeeping, and efficient support of the ranch's breeding programs.

• Greet and assist clients, visitors, stallion owners, mare owners, and walk-in guests.
• Answer multi-line phone calls, respond to emails, and assist with client inquiries.
• Manage incoming and outgoing mail, packages, and correspondence.
• Maintain a clean, organized office, reception area, kitchen, and common areas.
• Provide administrative support to ranch management and barn staff.

• Create, maintain, and update client, horse, stallion, and mare records in WiseOption and ranch filing systems.
• Process horse arrivals and departures while maintaining accurate breeding, ownership, contract, billing, and health records.
• Maintain confidential electronic and paper filing systems, including Coggins tests, health certificates, breeding documentation, and regulatory records.
• Coordinate laboratory samples, paperwork, and related ranch documentation.
• Generate reports and retrieve information from WiseOption as requested by management.

• Prepare, review, process, and maintain breeding contracts and related documentation.
• Monitor contract status, rebreeds, special provisions, and contract deadlines while following up with clients as needed.
• Process approved contract changes, transfers, and updates in compliance with ranch policies.
• Collaborate with the Office Manager to finalize annual stallion reports, ensuring accuracy and compliance.

• Maintain breeding schedules and breeding status records.
• Monitor breeding activity, including embryo transfers, ICSI procedures, frozen embryo records, and related breeding data.
• Monitor breeding and ICSI requests for syndicated stallions and verify an authorized breeding contract is available before approving breeding data for on-farm and off-site mares.
• Assist with stallion owner communications, management agreements, and breeding reports.
• Manage syndicate stallion records, including ownership changes, shareholder information, breeding privileges, rebreeds, and contract administration.
• Coordinate syndicate breeding contracts, maintain confidential shareholder records, and track breeding rights, chute fees, and breeding utilization.
• Assist with stallion tours, promotional breeding programs, and client relations activities.

• Assist with maintaining billing records for breeding fees, chute fees, and ranch services.
• Submit invoicing requests and support accounts receivable processes.
• Compile breeding reports, contract reports, management summaries, and seasonal breeding statistics.

• High school diploma or equivalent required; associate degree preferred.
• Knowledge of horse breeding operations and equine terminology preferred.
• Proficiency with Microsoft Office Suite.
• Experience with WiseOption or other equine management software preferred.
• Exceptional customer service and communication skills.
• Strong organizational, time management, and attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong problem-solving and critical-thinking skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work independently and collaboratively with ranch staff, veterinarians, and clients.

• Ability to sit, stand, and walk for extended periods.
• Ability to occasionally lift and carry up to 25 pounds.
• Ability to move between office and barn facilities as needed.

This position operates in both office and ranch settings and requires regular interaction with horses, ranch personnel, veterinarians, clients, stallion owners, syndicate shareholders, and breeding program participants. Workload and scheduling demands increase significantly during breeding season.

• Medical, Dental and Vision
• PTO
• 401k benefit after 60 days