Veterinary Customer Service Representative

We are seeking a friendly, organized, and compassionate Veterinary Receptionist/Customer Service Representative to join our team. The ideal candidate will serve as our clients' first point of contact, ensuring a welcoming and efficient experience for pet owners and their animals. This role involves handling administrative tasks, providing excellent customer service, and supporting the veterinary team to ensure smooth operations. This role is ideal for someone passionate about animals and eager to make a difference in their well-being while providing excellent service to their human companions. This position would be responsible for working Monday, Tuesday, Thursday & Friday from 7:30-5:30pm with a 1-hour lunch.

Key Responsibilities

Customer Service

• Greet clients and their pets by name with a warm, bubbly, and professional demeanor.
• Answer phone calls, emails, and text messages promptly, respond to inquiries, and schedule appointments.
• Provide information about services, procedures, prevention products, and pricing.
• Address client concerns and escalate complex issues to the appropriate staff member.
• Dictate doctor responses to client questions and relay information.
• Call other veterinary clinics to obtain previous vet history for incoming new clients.

Administrative Duties

• Maintain the reception and waiting area, ensuring cleanliness and organization.
• Maintain accurate client and patient records in the practice management software.
• Handle payments, issue invoices, and process transactions.
• Verify and update client and pet information.
• Perform reminder calls for upcoming appointments.
• Attach patient reports from email to medical history.
• Call clients with overdue vaccines to schedule appointments.
• Take messages for doctors and management. Review the message log to confirm all calls have been returned by the end of the day.
• Appropriate dictation and grammar for all communications in medical records.
• Schedule rechecks and/or booster vaccines as necessary.
• Count cash and create daily cash deposits.
• Receive and distribute mail.
• Continuously learn about veterinary services and protocols to provide accurate information.
• Problem-solving and forward-thinking skills.

Operational Support

• Manage the appointment schedule to optimize efficiency.
• Prepare and distribute paperwork for consultations and treatments.
• Coordinate with veterinary technicians and doctors to ensure smooth workflow.
• Clean exam rooms between appointments.
• Call and schedule private cremation services based on euthanasia needs.
• Social media content & creation for Facebook and Instagram.

Qualifications

• High school diploma or equivalent; additional training or certification in office administration is a plus.
• Minimum 1 year of previous experience in a receptionist or customer service role in a veterinary hospital setting required. Avimark and Weave experience a plus.
• Strong communication and interpersonal skills.
• Ability to multitask and remain calm in high-pressure situations.
• Compassionate and empathetic toward animals and their owners.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to hold the phone to the shoulder to speak with clients while accessing their records on a computer.
• Ability to type at least 60 words per minute.
• Occasionally lift up to 50 pounds (e.g., pets, office supplies, bags of food)

Why You'll Enjoy It Here

• Be part of a compact, collaborative team where your contributions shine and are rewarded
• Enjoy a role where variety is the norm—you'll balance clinical work, client relations, and operational tasks
• Our clinic is a supportive environment where humor is appreciated, and we're all here for the same goal (outside of paying our own bills)- impacting both human and animal's lives for the better
• As an independently owned practice, we focus on building strong relationships with our clients and their pets through friendship and compassion
• We never work weekends, and our doctors prioritize getting out of the office ON TIME Not many vet clinics can say that. Several of us are moms to young kiddos, so work-life balance is important to us.

Benefits That We Offer

• PTO
• Annual Uniform Allowance
• Paid CE and formal training
• 401k matching
• Health insurance
• Employee discounts
• Annual pay increases based on performance
• Paid parental leave

Join us in making a difference in the lives of animals while advancing your career as a Veterinary Receptionist/Customer Service Representative. Your passion for animal welfare and client compassion will be at the heart of everything you do.

We are doing our best to provide excellent customer service to our clients and saving lives- Please do not call the office directly to inquire on hiring status. All communications will be done via Indeed unless otherwise noted.

Job Type: Full-time

Pay: $ $16.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off
• Parental leave
• Professional development assistance

Experience:

• Veterinary clinic: 1 year (Required)

Work Location: In person