Veterinary Client Services Coordinator (receptionist)

Sage Veterinary Imaging; Round Rock (TX); On-site; USD 17,000 - 25,000; Full time

Benefits offered by this job

401(k) matching

Medical, dental, and vision insurance

Employee assistance program

Health savings account

Life insurance

Two weeks of paid time off

Parental leave

Employee pet-care discount

Opportunity to train in the veterinary

Job summary

Sage Veterinary Imaging seeks a bright, friendly, organized Veterinary Client Services Coordinator to help keep our hospital running smoothly. This role supports client communication, scheduling, and daily front office operations while assisting with administrative tasks and basic veterinary workflows.

We value quick learners who are detail‑oriented, reliable, and professional as they help our team manage appointments, payments, and client needs in a busy medical setting.

Qualifications

• High school diploma or equivalent.
• Strong verbal and written communication skills.
• Basic computer proficiency and ability to learn new software quickly.
• Strong organizational skills and attention to detail.
• Ability to multitask in a fast-paced environment.
• Professional appearance, positive attitude, and dependable attendance.
• Ability to perform basic math and accurately process transactions.
• Willingness to perform both administrative and hands-on operational tasks.

Responsibilities

• Greet clients and patients warmly and professionally.
• Check patients in and out accurately and efficiently.
• Verify client and patient information, appointments, and required paperwork.
• Answer incoming calls, transfer calls appropriately, and take accurate messages.
• Assist clients with scheduling, general questions, and appointment preparation.
• Process payments, invoices, and checkout documentation accurately.
• Communicate effectively with veterinary technicians, doctors, and hospital management.
• Prepare, process, scan, and organize medical and administrative paperwork.
• Maintain accurate patient records and enter information into hospital software.
• Assist with appointment coordination and daily workflow.
• Monitor and replenish front office supplies and inventory.
• Receive deliveries, stock supplies, and help maintain organized storage areas.
• Assist with inventory counts, supply tracking, and ordering processes.
• Complete assigned daily opening, closing, and operational checklists.
• Maintain a clean, organized, and welcoming reception area.
• Clean and disinfect counters, workstations, and shared areas.
• Restock supplies and maintain client-facing spaces.
• Assist with general hospital cleaning and organizational tasks as needed.
• Support team members across departments to keep operations running efficiently.
• Take initiative when work needs to be completed rather than waiting to be asked.
• The right person must be: Quick to learn, Accurate, Efficient, Friendly and professional, Dependable and punctual, Organized, Resourceful, Team-oriented, Knowledgeable.

Skills

Quick learner

Attention to detail

Efficient worker

Friendly demeanor

Dependable

Organized

Team player

Veterinary service knowledge

Education

High school diploma or equivalent

Tools

Practice management software

Electronic medical records

Job description

We are looking for a bright, friendly, organized, and highly dependable Veterinary Client Services Coordinator to help keep our hospital running smoothly.

This is more than a traditional receptionist position. Our front office team plays an important role in patient care, client communication, scheduling, administrative accuracy, and daily hospital operations.

Veterinary experience is a plus, but not required. We are willing to train the right person who demonstrates strong intelligence, initiative, attention to detail, and the ability to learn quickly.

Key Responsibilities

Client & Patient Services

• Greet clients and patients warmly and professionally.
• Check patients in and out accurately and efficiently.
• Verify client and patient information, appointments, and required paperwork.
• Answer incoming calls, transfer calls appropriately, and take accurate messages.
• Assist clients with scheduling, general questions, and appointment preparation.
• Process payments, invoices, and checkout documentation accurately.
• Communicate effectively with veterinary technicians, doctors, and hospital management.

Administrative & Operational Support

• Prepare, process, scan, and organize medical and administrative paperwork.
• Maintain accurate patient records and enter information into hospital software.
• Assist with appointment coordination and daily workflow.
• Monitor and replenish front office supplies and inventory.
• Receive deliveries, stock supplies, and help maintain organized storage areas.
• Assist with inventory counts, supply tracking, and ordering processes.
• Complete assigned daily opening, closing, and operational checklists.

Hospital Cleanliness & Team Support

• Maintain a clean, organized, and welcoming reception area.
• Clean and disinfect counters, workstations, and shared areas.
• Restock supplies and maintain client-facing spaces.
• Assist with general hospital cleaning and organizational tasks as needed.
• Support team members across departments to keep operations running efficiently.
• Take initiative when work needs to be completed rather than waiting to be asked.

What We're Looking For

The right person must be:

• Quick to learn: Able to absorb new information, understand medical terminology, and become proficient with hospital systems and procedures.
• Accurate: Detail-oriented and careful with patient information, documentation, scheduling, and financial transactions.
• Efficient: Able to work quickly without sacrificing quality or accuracy.
• Friendly and professional: Welcoming, helpful, and confident when communicating with clients and coworkers.
• Dependable and punctual: Consistently arrives on time, meets deadlines, and follows through on responsibilities.
• Organized: Capable of managing multiple priorities in a busy medical environment.
• Resourceful: Uses good judgment, solves problems, and knows when to ask questions.
• Team-oriented: Willing to help wherever needed, including cleaning, stocking, and other daily hospital responsibilities.
• Knowledgeable: Motivated to learn about veterinary services, hospital processes, and patient care so they can confidently assist clients.

Qualifications

Required

• High school diploma or equivalent.
• Strong verbal and written communication skills.
• Basic computer proficiency and ability to learn new software quickly.
• Strong organizational skills and attention to detail.
• Ability to multitask in a fast-paced environment.
• Professional appearance, positive attitude, and dependable attendance.
• Ability to perform basic math and accurately process transactions.
• Willingness to perform both administrative and hands‑on operational tasks.

Preferred, But Not Required

• Experience in veterinary medicine, human healthcare, or a medical office.
• Reception, customer service, scheduling, or administrative experience.
• Experience with electronic medical records or practice management software.
• Familiarity with medical terminology.

We will train the right candidate. Prior veterinary experience is not necessary, but the ability to think quickly, retain information, follow instructions, and perform accurately is essential.

Physical & Work Requirements

• Ability to sit, stand, and walk throughout the workday.
• Ability to lift and carry supplies weighing up to 25 pounds.
• Comfortable working around animals in a veterinary medical environment.
• Ability to maintain professionalism during busy or stressful situations.
• Willingness to assist with cleaning, stocking, and other physical tasks.

What Success Looks Like

A successful Veterinary Client Services Coordinator:

• Ensures clients are greeted promptly and treated with kindness and professionalism.
• Completes check‑ins, check‑outs, and paperwork accurately and on time.
• Answers and routes calls efficiently.
• Keeps patient information, schedules, and records accurate and current.
• Maintains a clean, organized, and well‑stocked front office.
• Learns quickly, takes initiative, and requires minimal repeated instruction.
• Helps create a positive experience for clients, patients, and teammates.

Compensation, Benefits, and Professional Support

• 401(k) retirement plan with employer matching
• Medical, dental, and vision insurance
• Employee assistance program
• Health savings account
• Life insurance
• Two weeks of paid time off
• Parental leave
• Employee pet‑care discount
• Opportunity to train in the veterinary field

Why Join Sage Veterinary Imaging?

At Sage Veterinary Imaging, you'll be part of a team dedicated to helping animals through advanced diagnostic medicine. You'll gain exposure to a specialized veterinary healthcare environment, develop valuable medical administrative skills, and work alongside professionals committed to excellence.

We value people who are eager to learn, take pride in their work, and understand that every detail matters when caring for patients.

If you're smart, motivated, friendly, dependable, and ready to learn, we'd love to hear from you.