Lead Client Service Coordinator/Office Manager

Lead Client Service CoordinatorOffice ManagerDo 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 CoordinatorOffice 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 UsAt 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.Job OverviewAs the Lead Client Service CoordinatorOffice Manager, you will be the face of our practice, ensuring a warm, efficient, and professional experience for all clients. You will work side by side with the Practice Manager to lead and train the receptionist team, maintain smooth daily operations, and uphold our high standards of client service.Key ResponsibilitiesClient Experience & Front Desk OperationsServe 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.Leadership & Team TrainingAssist in the hiring, onboarding, and training of new receptionists.Provide ongoing coaching and mentorship to the front desk team.Develop and implement office procedures to enhance efficiency.Monitor receptionist performance and provide constructive feedback.Lead by example, demonstrating professionalism, teamwork, and excellent client communication.Office Management & Administrative DutiesMaintain 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.Qualifications & SkillsExperience: 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. Why Join Us?Comprehensive Benefits PackageMedical, dental, and vision insurance for your well-being.Life insurance and health savings account (HSA) for peace of mind.Paid time off to recharge and relax.Professional development assistance and a continuing education allowance to help you grow.Workplace PerksUniform allowance to keep you looking professional.Employee discounts for your own furry (or scaly!) friends.A collaborative, team-focused environment where your voice is valued.Opportunities for GrowthHands-on experience in an AAHA-accredited hospital working with both small and exotic animals.The chance to build long-lasting relationships with clients and their pets.Access to cutting-edge treatments and technologies to enhance patient care.Work Schedule & EnvironmentSchedule: Day shifts with predictable hours, allowing for a healthy work-life balance.Location: On-site in Westmont, IL.Join Our Team!If you are a dedicated leader with a passion for animals, customer service, and team collaboration, we'd love to hear from you! Apply today and become a part of our compassionate and growing veterinary family at Urban Veterinary Associates.RequirementsPHYSICAL EFFORTThe physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions of this job. Frequently position self and move about the reception area to file, use office machinery such as fax machines and computer, assist clients and team members. Frequently transports inventory to stock shelves. Frequently handling 30 pounds and occasionally handling 50 pounds. Frequently required to communicate with clients, team members and associates. Must be able to exchange accurate information. WORK ENVIRONMENT While performing the duties of this job, the employee is exposed to hazards associated with aggressive patients; hazards associated with infected animals and controlled substances; exposure to unpleasant odors and noises; exposure to bites, scratches and animal wastes; possible exposure to contagious diseases. Follow federal and state animal health laws and regulations including OSHA and DEA.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.Salary Description $23 - $25

Created: 2025-03-08