Veterinary Office Manager

Freddies Place; Vista (CA); On-site; USD 41,000 - 50,000; Full time

Benefits offered by this job

Competitive pay

Health insurance

PTO

Pet care discounts

Continuing education opportunities

Leadership development

Collaborative team

Shape hospital systems

Job summary

Freddie's Place Animal Hospital + Urgent Care in Vista, CA, seeks a Veterinary Office Manager to lead operations, HR, payroll, front desk, and administrative systems, partnering with the Medical Director and ownership to drive continuous improvement and an exceptional client experience.

You will develop teams, optimize workflows, and uphold California labor standards while fostering a positive, collaborative culture that keeps the hospital running smoothly.

Qualifications

• At least 3 years of management experience.
• Payroll and HR experience.
• Experience in veterinary hospital management preferred.
• Strong organizational and communication skills.
• Ability to lead and develop teams.

Responsibilities

• Oversee HR, payroll, front office operations, client service and admin systems.
• Drive continuous improvement throughout the hospital.
• Balance people leadership with business operations.
• Collaborate with Medical Director and ownership to meet hospital goals.
• Develop onboarding and training programs for staff.

Skills

People leadership

Payroll experience

HR experience

Organized

Communication

Education

Business Admin

Tools

ezyVet

AVImark

Instinct

Job description

Help Build Something Extraordinary

At Freddie's Place Animal Hospital + Urgent Care, we believe veterinary medicine should be compassionate-not just for our patients and clients, but for our team as well. Our hospital was inspired by Freddie, a beloved little therapy dog whose empathy, resilience, and unwavering love became the foundation of our mission. Our motto, "Keep the Ball Rolling," reminds us to approach every day with compassion, teamwork, and a commitment to always moving forward. We're a family-owned hybrid General Practice and Urgent Care hospital serving North County San Diego, with an established hospital in Vista and an exciting expansion into Oceanside. As we continue to grow, we're looking for an exceptional Veterinary Office Manager to help shape the future of our hospitals.

If you're a leader who enjoys developing people, improving systems, solving problems, and creating an outstanding client experience, we'd love to meet you.

Why You'll Love Working Here

At Freddie's Place, culture isn't just something we talk about-it's something we actively build every day. We believe our best ideas come from our team, and we encourage open communication, collaboration, and innovation. Leadership is approachable, mentorship is a priority, and professional growth is encouraged at every level.

We invest in our people through:

• Competitive pay ($30-36/hour)
• Health, dental, and vision insurance
• Paid Time Off
• Employee pet care discounts
• Continuing education opportunities
• Leadership development
• A supportive, collaborative team environment
• The opportunity to help build and improve hospital systems as we continue to grow

About the Role

As our Veterinary Office Manager, you'll be the operational leader who keeps the hospital running smoothly behind the scenes while creating an exceptional experience for both our clients and our team. Working closely with the Medical Director and Practice Ownership, you'll oversee human resources, payroll, front office operations, client service, and administrative systems while helping drive continuous improvement throughout the hospital. This is an ideal opportunity for someone who enjoys balancing people leadership with business operations and isn't afraid to roll up their sleeves to help wherever needed.

What You'll Do

Lead an Outstanding Client Service Team

• Hire, train, mentor, and develop Client Service Representatives
• Create engaging onboarding and training programs
• Coach employees for success while promoting accountability
• Conduct performance evaluations and provide ongoing feedback
• Foster a positive, supportive team culture
• Monitor client communication and phone performance

Human Resources

• Coordinate recruiting, hiring, and onboarding
• Maintain personnel files and HR documentation
• Manage benefits administration
• Monitor attendance and timekeeping
• Assist with workers' compensation, leave requests, and HR compliance
• Ensure compliance with California labor laws

Payroll & Employee Administration

• Process accurate biweekly payroll
• Review and approve employee timecards
• Maintain PTO and leave balances
• Resolve payroll discrepancies
• Serve as a resource for payroll-related questions

Hospital Operations

• Oversee front office workflow
• Improve scheduling and client experience
• Develop and maintain Standard Operating Procedures
• Coordinate administrative projects
• Manage vendor relationships and office supplies
• Identify opportunities to improve efficiency and workflow

Business & Financial Support

• Assist with budgeting and expense tracking
• Process invoices and administrative reporting
• Monitor business metrics
• Support financial audits and operational reporting

Leadership

• Partner with ownership and the Medical Director to achieve hospital goals
• Promote collaboration across all departments
• Lead with integrity, professionalism, and accountability
• Help create a workplace where employees can thrive

We're Looking For Someone Who

• Has at least 3 years of management experience
• Loves coaching and developing people
• Is highly organized and detail-oriented
• Communicates professionally and confidently
• Has payroll and HR experience
• Can prioritize multiple projects without losing sight of the details
• Leads with empathy while maintaining accountability
• Enjoys improving systems and solving problems

Bonus Points If You Have

• Veterinary hospital management experience
• Experience with ezyVet, AVImark, Instinct, or similar software
• Knowledge of California employment law
• Experience with budgeting or financial reporting
• A degree in Business Administration, Human Resources, Healthcare Administration, or a related field

The Kind of Leader Who Thrives Here

• Positive and approachable
• Highly accountable
• Emotionally intelligent
• Calm under pressure
• Adaptable and solution-oriented
• Passionate about creating an exceptional workplace
• Excited to help build and grow a thriving veterinary hospital

Join Our Team

If you're looking for more than just another management job-if you want the opportunity to help build an incredible hospital, develop an amazing team, and make a meaningful impact every day-we'd love to hear from you. At Freddie's Place Animal Hospital + Urgent Care, we're building something special, and we're looking for leaders who are excited to help us Keep the Ball Rolling.