Client Service Coordinator

About the role

At Herndon Animal Medical Center, we believe great care starts with really knowing the pets and families we serve. Every visit is personal, not just a number on the schedule. Great medicine here starts with a great team: our doctors, technicians, assistants, and client service crew work together, and we've built a culture around communication, respect, and speaking up for the patient in front of you. If you bring a positive attitude, a strong work ethic, and genuine care for people and animals, you'll fit right in.

What You'll Be Doing

• Greeting clients and patients like they matter, because they do (even the anxious dog dragging its owner backward through the door).
• Answering phones and emails promptly and professionally, no one likes being put on hold forever.
• Scheduling appointments, follow-ups, drop-offs, and rechecks so the day flows.
• Holding check-ins, check-outs, payments, and the "wait, what's this charge for?" questions with patience.
• Making sure clients understand their pet's instructions, meds, and next steps before they walk out the door.
• Keeping the medical team in the loop on schedule flow, patient needs, and anything a client mentioned that they should know.
• Handling prescription refill requests and pharmacy communication as directed.
• Keeping client and patient records accurate — details matter here.
• Keeping the lobby clean, organized, and welcoming (first impressions count).
• Pitching in on reminders, records requests, and the general admin stuff that keeps the hospital running.

Who We're Looking For

• Experience in a vet hospital, medical office, or customer service role is a plus.
• A strong communicator in person, on the phone, and in writing.
• Friendly and professional, even when things get hectic.
• Able to juggle multiple things at once without dropping the ball.
• Comfortable with computers and scheduling software (or ready to learn a new system).
• Able to handle sensitive or emotional client situations with compassion and a level head.
• Team-first, reliable, and on time.
• Comfortable being around dogs and cats in a hospital setting all day.

What You Get In Return

• Competitive hourly pay based on experience.
• Health, dental, and vision insurance.
• 401(k) with company match.
• Paid time off and paid holidays.
• Continuing education support, because we want you leveling up.
• Uniform allowance.
• Employee pet care discounts (yes, for your own pets).
• Real training and professional development, not just a binder you skim once.
• A team that's got your back, focused on great care and great people.

Benefits

Benefits may vary based on full-time or part-time status.

Schedule

Full-time & Part-time positions available; No nights or Weekends.

Location

In person - Herndon, VA