Veterinary Client Services Coordinator

Rockingham Harrisonburg SPCA; Virginia, Northern (IL, KY); On-site; USD 25,000 - 28,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

PTO with increases every other year

Employer sponsored life insurance

Supplemental insurance offerings

Hill’s Pro Staff Feeding program

Discount offerings across valley

Staff and volunteer appreciation

$0 adoption fee on first pet

Job summary

Rockingham-Harrisonburg SPCA's Veterinary Care Center seeks a Veterinary Client Services Coordinator to be the first contact for veterinary clients, handling client relations, administrative tasks, medical records input, and clinic invoicing. This role supports scheduling, billing, and data management with a focus on service quality.

The position requires high school education (college preferred), strong customer service skills, and the ability to manage multiple tasks in a fast-paced setting.

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 demeanor and positive attitude.
• Comfortable handling emotional situations with empathy.
• Bilingual English/Spanish a plus.

Responsibilities

• Scheduling spay/neuter client appointments and monitoring related communications.
• Maintain appointment calendar in ShelterLuv per Director's guidance.
• Prepare paperwork for client appointments, including anesthesia consent forms and invoices.
• Invoice the appropriate amount at time of service or monthly as per agreement.
• Maintain databases reflecting services and assist with monthly statistical analysis.
• Maintain accurate client and medical records and understand common vaccination protocols.

Skills

Customer service

Bilingual English/Spanish

Education

High School Degree

College degree preferred

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 as needed 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.