DO YOU THRIVE IN A COLLABORATIVE, COMPASSIONATE ENVIRONMENT?

Are you passionate about providing exceptional care to animals and building lasting client relationships? Urban Veterinary Associates, an AAHA-accredited small and exotic animal hospital in Westmont, is seeking a Lead Client Service Coordinator/Office Manager to join our growing team. This role is perfect for a customer service professional with leadership experience who wants to contribute to a dynamic, high-quality veterinary practice.

ABOUT US

At Urban Veterinary Associates, we pride ourselves on delivering top-tier care to small and exotic animals while fostering a positive and supportive work culture. As a key member of our team, you will have the opportunity to shape the client experience, lead front-desk operations, and help train our receptionist team to maintain the highest level of service.

CLIENT EXPERIENCE & FRONT DESK OPERATIONS

• Serve as the primary point of contact for clients, ensuring a friendly and professional experience.
• Manage incoming calls, appointment scheduling, and client inquiries efficiently.
• Oversee client check-in and check-out processes with accuracy and efficiency.
• Address client concerns and escalate issues when necessary.
• Maintain client records with accuracy, ensuring confidentiality and compliance with clinic policies.
• Process payments and invoices while handling financial transactions at the front desk.

QUALIFICATIONS & SKILLS

• Experience:
• Minimum of 2 years in a veterinary, medical, or customer service-related role.
• Leadership experience preferred.
• Skills:
• Exceptional customer service and communication skills.
• Strong multitasking and problem-solving abilities.
• Ability to remain calm and professional in a fast-paced environment.
• Leadership qualities with the ability to train and mentor team members.
• Proficiency in computer systems, including appointment scheduling software and payment processing.
• Education:
• High school diploma or equivalent required.
• Additional training or certification in veterinary reception, office management, or customer service is a plus.

OFFICE MANAGEMENT & ADMINISTRATIVE DUTIES

• Maintain organization and cleanliness of the reception area and waiting room.
• Manage office supplies and ensure the front desk is well-stocked.
• Coordinate with the veterinary team to ensure smooth daily operations.
• Assist with clinic marketing efforts, including social media updates, client reminders, and promotional events.
• Support the Practice Manager with scheduling, staff coordination, and administrative tasks.

ESSENTIAL FUNCTIONS:

• Ability to effectively use all available resources to provide the best patient care as well as ensure the profitability of the practice.
• Ability to communicate well, provide strong leadership and motivation to direct, guide and assist a group of individuals including effectively solving problems, setting performance standards and monitoring performance.
• Strong communication and client service skills. Considerable tact and diplomacy is required. Ability to greet clients in a professional, friendly, hospitable manner.
• Regular attendance and timeliness are essential.
• Ability to plan and organize all veterinary administration and personnel activities.
• Oversee the preparation, maintenance and disposition of required veterinary records and other correspondence.
• Establish inventory control system and manage supply activities.
• Market the practice as necessary to initiate new programs and educate clients of services available.