Client Service Coordinator

Austin Urban Veterinary Center; Austin (TX); On-site; USD 22,000 - 27,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

Paid time off

Parental leave

Pet care discounts

Job summary

Austin Urban Veterinary Center is seeking a friendly Client Service Coordinator to be the first point of contact for clients and their pets. You will manage arrivals, payments, and records in a fast-paced hospital setting, while ensuring compassionate service.

Join a team that values a welcoming atmosphere, accurate documentation, and strong communication. This role offers full-time hours with potential for both part-time and full-time arrangements, in downtown Austin.

Qualifications

• High school diploma or equivalent is required.
• Strong customer service and communication skills are essential.
• Excellent attention to detail and organizational skills are required.
• Ability to work efficiently in a busy, fast-paced veterinary hospital.
• Ability to remain calm and compassionate during emergencies or difficult situations.
• Strong computer and PC skills and basic financial calculations.

Responsibilities

• Greet clients and guests warmly and professionally.
• Prioritize client and pet needs upon arrival and route to the appropriate team member.
• Handle admissions, payments, and accurate record-keeping.
• Maintain clean, welcoming lobby and facilitate smooth client flow.
• Coordinate with veterinarians and staff to minimize wait times.

Skills

Customer service

Communication

Attention to detail

Organizational skills

Calm under pressure

Problem solving

Team player

Education

High school diploma or equivalent

Tools

Practice management software

Medical records software

Job description

Client Service Coordinator

Department: Receptionists

Employment Type: Full Time

Location: Austin, Texas

Compensation: $16.00 - $19.50 / hour

Description

Austin Urban Veterinary Center | Austin, TX

Austin Urban Veterinary Center is looking for an enthusiastic, dependable, and compassionate Client Service Coordinator (CSC) to join our team! This position may be part-time or full-time and is ideal for someone who loves people, cares deeply about pets, and thrives in a busy, interactive veterinary hospital environment.

As the first point of contact for our clients and their pets, you'll play an important role in creating a welcoming, positive experience from the moment they walk through our doors. We consider our clients and their pets part of our family, and we're looking for someone who shares that philosophy.

If you're a friendly, detail-oriented team player who enjoys helping people, solving problems, and working in a fast-paced veterinary environment, we'd love to meet you!

What You'll Do

• Welcome every client, visitor, and team member with a warm, professional greeting.
• Create a positive first impression through friendly body language, eye contact, and an approachable demeanor.
• Assess each client's needs and the pet's general condition upon arrival and appropriately prioritize concerns.
• Route emergency calls and promptly connect clients with the appropriate veterinary team member.
• Provide compassionate, professional, and solutions-oriented customer service in person and over the phone.
• Listen empathetically and communicate clearly, calmly, and respectfully, particularly when clients are worried or distressed.
• Process accurate and thorough patient admissions and check-outs, including collecting payments.
• Work closely with the veterinary nursing team to minimize client wait times in the lobby and exam rooms.
• Keep clients informed about delays and serve as a liaison between clients and hospital team members.
• Monitor the lobby and help maintain a clean, organized, and welcoming environment.
• Answer and route telephone calls using professional telephone etiquette.
• Respond to non-patient calls and visitors and connect them with the appropriate team member.
• Confirm appointments and ensure clients receive accurate information regarding appointment preparation.
• Cancel and reschedule appointments as needed.
• Document client communications accurately in the hospital's practice management software.
• Handle client concerns professionally and elevate complaints to management when appropriate.

• Prepare medical records prior to appointments.
• Maintain accurate client and patient records and promptly file or attach necessary documentation.
• Enter and update client, patient, and primary care veterinarian information accurately.
• Use hospital software to access and document client and patient history.
• Deliver and send faxes, emails, and other correspondence to the appropriate individual.
• Demonstrate proficiency with telephone system functions, including hold, transfer, voicemail, and overhead paging.
• Reconcile daily receipts with hospital system records.
• Maintain an accurate cash drawer and process cash, credit, and other payments.
• Explain payment options and assist clients with CareCredit applications.
• Complete accounting logs and basic financial calculations accurately.
• Maintain professional written communication with excellent spelling, grammar, and attention to detail.

• Explain aftercare options to clients following the loss of a pet.
• Complete deceased pet aftercare documentation accurately.
• Provide emotional support and appropriate resources to grieving clients with compassion and discretion.
• Coordinate with service agencies and hospital team members to ensure the handling of pet remains is complete, accurate, and compassionate.

• Work collaboratively with veterinarians, veterinary technicians, assistants, and other hospital team members.
• Take ownership of client and operational issues from identification through resolution.
• Proactively identify tasks and opportunities to improve client care and hospital organization.
• Seek assistance when needed while remaining accountable for helping facilitate a successful outcome.
• Maintain composure and sound judgment during emergencies and high-stress situations.
• Perform other duties as assigned.

What We're Looking For

• High school diploma or equivalent.
• Strong customer service and communication skills.
• Excellent attention to detail and organizational skills.
• Ability to work efficiently in a busy, fast-paced veterinary hospital.
• Ability to remain calm, professional, and compassionate during emergencies or emotionally difficult situations.
• Strong computer and PC skills.
• Ability to accurately perform basic financial calculations.
• Ability to communicate effectively with clients, veterinarians, veterinary technicians, and coworkers.
• Ability to handle challenging conversations and conflict with professionalism and grace.
• Must be legally authorized to work in the United States.
• Must consent to and successfully complete a background check and drug screening.

• Previous experience in a veterinary hospital, animal hospital, medical office, healthcare, veterinary reception, or customer service environment.
• Experience with veterinary practice management or medical record software.
• Experience handling payments, scheduling, medical records, or insurance/financing applications.

You may be a great fit for this position if you are:

• Dependable - You follow through and can be counted on by clients and your teammates.
• People-oriented - You genuinely enjoy helping people and working as part of a team.
• Detail-oriented - You understand that accuracy matters when working with client information, medical records, appointments, and payments.
• Compassionate - You recognize that veterinary visits can be stressful and know how to make clients and their pets feel cared for.
• Adaptable - You can prioritize and stay organized when the hospital gets busy.
• A problem-solver - You take initiative, use good judgment, and look for solutions rather than simply identifying problems.
• A team player - You understand that exceptional client service is a team effort.

This position requires flexibility and includes:

• Opening and closing shifts
• Some Saturdays
• Some holiday shifts

Job Benefits

Compensation is based on experience.

Benefits and perks may include:

• Health, dental, vision, and life insurance
• Paid time off
• Paid parental leave
• Veterinary care and boarding discounts for your pets
• A great, collaborative team environment
• Opportunity to work in the heart of downtown Austin

At Austin Urban Veterinary Center, we're more than a veterinary hospital - we're a team that cares about the people and pets who walk through our doors. Our Client Service Coordinators are an essential part of creating a welcoming, organized, and compassionate experience for every client.

If you're looking for a Client Service Coordinator, veterinary receptionist, or veterinary customer service position in Austin, TX, we'd love to hear from you!