Veterinary Client Services Coordinator

Rockingham Harrisonburg SPCA; Harrisonburg (VA); On-site; USD 25,000 - 28,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Paid time off

Bereavement leave

Birthday leave

Employer sponsored life insurance

Short-Term Disability

Job summary

Rockingham-Harrisonburg SPCA in Harrisonburg, VA is seeking a Veterinary Client Services Coordinator for our Veterinary Care Center to be the first point of contact for clients. You will handle client relations, scheduling, invoicing, and input medical records to ensure a smooth visit.

This full-time, non-exempt role involves maintaining financial records, managing the appointment calendar, and supporting a compassionate team dedicated to animal welfare in the community.

Qualifications

• High School Diploma required; college degree preferred.
• Customer service experience required.
• Experience as a veterinary receptionist or medical office assistant preferred.
• Bilingual English/Spanish a plus.

Responsibilities

• Schedule all spay/neuter client appointments and manage queries.
• Maintain appointment calendar in ShelterLuv.
• Prepare paperwork, anesthesia consent forms, service requests, and invoices.
• Invoice the appropriate amount at time of service or monthly.
• Maintain databases reflecting all services and assist with monthly statistics.
• Maintain accurate client and medical records; assist with clinic tasks.
• Provide a positive, professional client experience through strong customer service.
• Assist with public check-ins and clinics (Rabies, Microchip, etc).
• Assist with restraint and surgical prep as needed.
• Assist with end-of-day duties and animal movement.

Skills

Customer service

Multitasking

Communication

Professional demeanor

Bilingual English/Spanish

Education

High School Diploma

College degree preferred

Tools

ShelterLuv

Job description

Since 1973, the RHSPCA has been providing compassionate animal care to help pets and people live happier, healthier lives. We offer a full range of services, including adoption options for companion pets and barn cats so that local animals can live better lives in the spaces that suit them best. We also work with a vast network of volunteers who help us care for animals in our shelter and individuals willing to foster pets in their homes. In addition to our pet matchmaking services, we partner with community members to help manage the outdoor cat population through our Community Cat Program. Across all of these services is our commitment to providing the resources and tools our community needs to improve animal welfare.

JOB TITLE: Veterinary Client Services Coordinator

DEPARTMENT: Veterinary Care Center

ACCOUNTABILITY: Director of Veterinary Services

SALARY: $18.00 - $20.00/hour

EMPLOYMENT TYPE: Full-Time, Non-Exempt

SCHEDULE: Tuesday - Sat (8:30 - 5:00)

Objective

The Rockingham-Harrisonburg SPCA’s Veterinary Care Center is looking for a Veterinary Client Services coordinator to be the first point of contact for our veterinary clients, playing a crucial role in setting the tone for their visit. General responsibilities include client relations, administrative functions, inputting medical records, and reception maintenance. In addition, the Client Services Coordinator is responsible for maintaining the financial records of the clinic and invoicing for services rendered.

Primary Duties and Responsibilities:

Core responsibilities

• Scheduling of all spay/neuter client appointments; monitoring and maintaining emails, voicemails, phone calls and walk-ins associated with scheduling.
• Maintaining appointment calendar and scheduling in ShelterLuv with guidelines provided by the Director of Veterinary Services.
• Prepare and maintain all paperwork associated with client appointments, to include anesthesia consent form, service request forms, and invoices.
• Invoice the appropriate amount at time of service and/or monthly (depending on agreement).
• Maintain various databases to reflect all services provided, and assist with statistical analysis each month.
• Maintain accurate client and medical records
• Understand common vaccination protocols, basic lab tests, common diseases, veterinary terminology, and pet behavior.
• Assorted administrative tasks including scheduling appointments, maintaining the clinic calendar, answering phones, filing, responding to emails, and processing payment transactions.
• Ensure clients have a positive and professional experience through exceptional customer service.
• Assist with public spay neuter check-in and discharge.
• Assist with any scheduled clinics (Rabies, Microchip, etc)
• Assist with restraint and surgical prep (as staffing levels require).
• Assist with end of day duties/movement of animals if necessary.
• Other duties as assigned.

General Responsibilities

• Performs duties in a manner which promotes a positive culture and encourages attainment of RHSPCA goals.
• Ensures quality care and humane treatment for the animals in the care of the RHSPCA.
• Works courteously and cooperatively with the staff, clients, volunteers, fosters, adopters, partners and donors to ensure that all RHSPCA policies and procedures are followed, and new ones are implemented successfully.
• Multitasks, adapts and accommodates to changing demands in a fast paced environment.
• Prioritizes tasks appropriately and receives and follows instructions both verbal and written
• Performs all duties in a manner that ensures humane treatment, staff safety, and minimal stress on the animals during medical handling.

Qualifications

• High School Degree, College Degree preferred.
• Customer service experience required.
• Previous experience as a veterinary receptionist or medical office assistant preferred.
• Strong organizational and multitasking skills.
• Ability to maintain a calm, professional, and positive demeanor.
• Comfortable handling emotional situations with empathy.
• Bilingual English/Spanish a plus

Physical Requirements

Ability to lift 35 lbs., stand for long periods of time, move quickly, work with and around animals (including diseased, injured and/or potentially aggressive animals), loud noises, chlorine or other chemicals.

Why Join RHSPCA?

We're a forward-thinking, optimistic team that values attention to detail, collaboration, and passionate care. If you enjoy working with talented people and want your work to make a tangible difference every day, we'd love to hear from you.

• Health, dental, and vision insurance
• PTO with increases every other year as well as time off for bereavement and your birthday
• Employer sponsored life insurance
• Supplemental insurance offerings (Short-Term Disability, Critical Care, Accident, Cancer, and Hospital Indemnity)
• All employees with the RHSPCA can take advantage of the Hill’s Pro Staff Feeding program, which offers significant discounts on their products.
• Discount offerings to multiple businesses throughout the valley
• Staff and volunteer appreciation events
• $0 adoption fee on your first pet adopted through the RHSPCA

Compensation

This is a full-time, non-exempt position offering a competitive rate based on knowledge and experience with an hourly range of $18 - $20 per hour.

Nature of Employment

The Veterinary Client Services Coordinator is anticipated to work approximately 40 hours per week.

There is no minimum period of employment guaranteed or implied by acceptance of an offer of employment. It is the policy of the RHSPCA that employment for this position is at will, which means that employment for no specified term and the employee or agency may terminate that employment at any time without cause. This job description serves as a guide.