Client Service Coordinator (VWC)

JOB TITLE:Client Service Coordinator
DEPARTMENT: Veterinary Wellness Center

REPORTS TO: Veterinary Wellness Center Manager

SUPERVISES: N/A

CLASSIFICATION: Non-Exempt, Part-time, Hourly

EFFECTIVE DATE: 8/25/2025

SUMMARY:  The Client Service Coordinator (CSC) will work closely with the public and other Veterinary Wellness Center staff.  The main responsibilities will be ensuring efficient flow of clients and pets through the Wellness Center. The CSC ensures good communication with clients and coordinates the care of clients and patients in a welcoming, safe, and friendly environment. This individual will set the team up for success and exhibit a passion for our mission by providing exceptional care to our patients and excellent service to our clients.

DUTIES AND RESPONSIBILITIES:

• Greeting clients and coordinating their appointments
• Manage multiple phone lines and return phone calls in a timely manner
• Take and deliver messages promptly to appropriate staff
• Appointment scheduling and confirming appointments via phone, electronically and in person
• Able to communicate basic veterinary concepts with owners and repeat information relayed by a veterinarian
  • Vaccine protocols
  • Anesthetic risks
  • Prescription instructions
• Ensures complete and accurate records exist for all patients, including rabies certificates, go-home paperwork, and medical records
•  Assist with surgery check ins, vaccine clinic and feral trap instructions and dispensing.
• Assist in ensuring a tidy lobby before client arrival
• Restock lobby literature, forms and office supplies as needed
• Occasionally may be asked to walk dogs as needed for bathroom breaks.  
• Occasionally may be asked to assist Doctor and Assistants when necessary with animal restraint.
• Assists VWC manager in managing office supply inventory related to job role
• Cross trains and assists within the resident clinic as needed or requested by the Senior Clinic Manager.
• Performs other duties as assigned by management. 

QUALIFICATIONS:

• High School Diploma or equivalent
• Veterinary practice experience strongly preferred
• Spanish speaking strongly preferred
• Energetic, personable and people-oriented
•  Professional phone demeanor and excellent verbal communication skills
• Basic computer skills
• Passion for animals and animal welfare
• Flexibility with work hours and able to work additional hours when necessary
• Must be able to work efficiently in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands
• Strong organizational and time management skills, as well as a strong sense of personal accountability

COMPETENCIES:

Customer Service - Treats customers (internal and external) with respect and courtesy. Shows interest in, anticipates, and responds timely to customer needs and concerns. Goes beyond basic service expectations to help customers. Responds appropriately to and resolves difficult and emotional situations. Seeks ways to improve service delivery.

Diversity - Enthusiastically works with all employees, regardless of race, gender, culture, and age. Values contributions of people from diverse backgrounds. Demonstrates respect for opinions and ideas of others. Shows awareness of and

sensitivity to cultural and individual values.

Ethics - Respects and maintains confidentiality. Tells the truth and is honest in all dealings. Avoids situations and actions considered inappropriate or which present a conflict of interest. Upholds organizational values. Does not misrepresent self or use position or authority for personal gain.

Teamwork - Listens and responds constructively to others views. Gives and welcomes feedback. Provides assistance to others when they need it. Shares expertise. Acknowledges others effort and contribution. Puts the success of the team above their own interests. Creates a positive work environment.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Frequently required to stand, walk and bend over or stoop.
• Occasional exposure to wet and/or humid conditions (non-weather).
• Must occasionally lift and/or move up to 40 pounds.
• May be exposed to unpleasant odors, noises and animal bodily fluids or feces. 
• May be exposed to aggressive, ill and/or injured animals, as well as bites, scratches, and infectious (zoonotic) animal diseases.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.