Veterinary Client Service Coordinator

About the Role

The Client Service Coordinator serves as the face of our veterinary hospital, ensuring every client and patient receives a warm welcome and exceptional service from check-in through check-out. This role combines customer service, administrative support, client communication, scheduling, financial transactions, and compassionate care during both routine visits and difficult moments.

Responsibilities

• Client Experience & Customer Service
  • Welcome clients, visitors, and patients with a friendly and professional demeanor
  • Provide exceptional customer service in person, over the phone, and via email
  • Listen empathetically and communicate clearly with clients
  • Assess client needs and direct them appropriately upon arrival
  • Maintain a calm, compassionate presence during emergencies and sensitive situations
  • Keep clients informed of appointment delays and wait times
  • Serve as a liaison between clients and medical staff
  • Provide emotional support and resources for grieving pet owners
• Appointment Scheduling & Communication
  • Schedule, confirm, reschedule, and cancel appointments
  • Answer multi-line phone systems professionally and efficiently
  • Route emergency calls appropriately
  • Provide accurate appointment preparation instructions
  • Document client communications in hospital software
• Medical Records & Administrative Support
  • Prepare and maintain medical records
  • Accurately enter client and patient information
  • Process emails, faxes, and correspondence
  • Ensure documentation is complete, accurate, and professional
  • Maintain organized records and hospital communications
• Financial & Front Desk Operations
  • Process client payments and invoices
  • Maintain and reconcile cash drawer
  • Explain payment options, including CareCredit
  • Complete accounting logs and daily financial reconciliation
  • Assist clients with financing applications
  • Ensure accurate financial documentation
• Hospital Support
  • Collaborate with veterinary technicians and doctors to optimize patient flow
  • Monitor lobby cleanliness and appearance
  • Assist with aftercare documentation and pet memorial services
  • Troubleshoot client concerns and seek solutions proactively

Requirements

• High school diploma or equivalent
• Excellent customer service and communication skills
• Strong attention to detail and organizational abilities
• Ability to multitask in a fast-paced veterinary environment
• Basic computer proficiency
• Strong problem-solving skills and sound judgment
• Ability to accurately handle financial transactions
• Dependable, punctual, and team-oriented
• Legally authorized to work in the United States

Preferred Qualifications

• Previous experience in a veterinary hospital, animal clinic, medical office, or healthcare setting
• Experience with veterinary practice management software

Benefits

• Paid time off
• Health insurance
• Dental insurance
• Vision insurance
• Employee discounts
• Flexible schedules
• 401K with company match
• Training and career development