Client Service Representative

Job Description

Job Description

Benefits:

• 401(k) matching
• Employee discounts
• Paid time off
• Training & development

We are seeking a warm, friendly, and highly organized Client Service Representative to be the first point of contact for our valued clients and their beloved animal companions. As a vital member of our team, you will play a crucial role in ensuring a positive and efficient experience for everyone who walks through our doors or contacts us by phone or email. You will be responsible for managing client interactions, scheduling appointments, handling inquiries, and providing administrative support to our veterinary team.

Responsibilities:

• Greet clients and their pets with a warm and welcoming attitude, ensuring a comfortable and friendly environment.
• Answer phone calls promptly and professionally, manage emails, and handle client inquiries with accuracy and empathy.
• Efficiently schedule and confirm appointments, manage the appointment schedule, and handle appointment changes or cancellations.
• Accurately process client check-ins and check-outs, including updating patient records and processing payments.
• Maintain accurate and up-to-date client and patient records in our practice management software.
• Process payments, prepare invoices, and handle basic financial transactions with accuracy.
• Assist clients with medication refill requests, ensuring proper authorization and communication with the veterinary team.
• Perform general administrative tasks such as photocopying, faxing, and maintaining a clean and organized reception and waiting area.
• Provide basic information to clients regarding appointment preparation, general pet care, and hospital policies.
• Act as a liaison between clients and the veterinary medical team, relaying messages and ensuring clear communication.
• Respond to client concerns or complaints with empathy and professionalism, escalating issues to the appropriate team member when necessary.

Qualifications:

• High school diploma or equivalent required; some college coursework or relevant certifications preferred.
• Proven experience in a customer service role, preferably in a veterinary, medical, or other service-oriented environment.
• Excellent communication and interpersonal skills, with a genuine love for interacting with people and animals.
• Strong organizational skills and attention to detail, with the ability to multitask and prioritize effectively in a fast-paced environment.
• Proficiency in basic computer skills, including word processing, email, and data entry.
• Experience with veterinary practice management software (e.g., Impromed) is a plus.
• Ability to remain calm and professional in stressful situations.
• A positive attitude, strong work ethic, and the ability to work effectively as part of a team.
• Comfort and compassion around animals.

*The maximum starting salary for this position is $18 per hour; however, candidates with commensurate experience may be considered for a higher compensation*