Veterinary Services Receptionist

Job Description

Job Description

FLSA: Non-Exempt (hourly) REVISED: 04/09/2026

REPORTS TO: Veterinary Services Supervisor REVIEWED: 10/07/2025

SUPERVISES: None

Position Summary:

Responsible for providing exceptional customer service, greeting guests, scheduling appointments, handling incoming calls and emails, checking patients in and out, maintaining accurate patient records, and processing financial transactions. Duties are carried out in accordance with protocols established by the Chief Veterinary Officer, Director of Veterinary Services, Veterinary Services Manager.

Essential Duties and Responsibilities:

• Greet all guests in a friendly, courteous, and professional manner upon arrival and while they use the facility, ensuring a welcoming and helpful experience.

• Provide respectful and helpful assistance to internal and external guests and team members by answering questions, offering accurate information on organizational policies and procedures, and addressing the specific needs of each guest.

• Direct guests to appropriate shelter entrances based on their needs, such as admissions, adoptions, or other services.

• Manage front desk financial operations, including handling payments, issuing invoices, balancing the cash drawer, and preparing accurate end-of-day financial reports.

• Maintain an individual cash bank for all monetary transactions, ensuring accurate reconciliation of daily financial activity at the end of each shift.

• Issue, renew, and process payments for North Las Vegas pet licenses in accordance with local regulations.

• Receive and address incoming telephone calls, including transferring them to the appropriate departments and managing the general phone line efficiently; return voicemail messages throughout the workday and complete all follow-up calls before the end of the day.

• Respond to email inquiries from guests in a timely and professional manner, ensuring clear and helpful communication.

• Promote shelter events and lifesaving programs by sharing information on fundraisers, volunteer opportunities, and community outreach initiatives.

• Contact patrons daily from the surgery reschedule list to arrange new spay/neuter appointments, ensuring all details were accurately recorded in Chameleon and the Google Sheet.

• Provide patrons with guidance on appropriate vaccinations based on their pet’s age and vaccination history.

• Assist foster families with supply requests, such as food and litter, and direct them to the appropriate locations.

• Schedule new and follow-up appointments for foster families and vaccine clinic guests in Acuity.

• Update Chameleon records with microchip numbers as they are identified during vaccine clinic appointments.

• Prepare surgical paperwork by printing and organizing medical histories, microchip details, rabies certificates/tags, and confirm surgical discharge instructions have been completed via jotform.

• Ensure all necessary brochures and information packets are properly displayed in designated areas, and the front desk remains clean and free of clutter.

• Notify appropriate team members promptly when foster appointments or walk-ins have arrived to ensure timely assistance.

• Handle animals as needed by placing them in kennels upon arrival and retrieving them for discharge, ensuring their safety and comfort throughout the process.

• Check in and check out patients efficiently using various software systems, including Acuity and Chameleon.

• Provide compassionate support during humane euthanasia procedures by offering emotional reassurance and directing clients to a quieter area of the lobby for privacy and comfort.

• File all medical forms and paperwork daily before the end of the workday.

• Receive in-kind donations from guests and distribute them to the appropriate departments before the end of the day.

• Ensure all designated areas are stocked daily with adequate supplies, promptly informing supervisors or managers of any shortages or expired items.

• Receive delivered supplies and inventory and distribute them to their designated locations.

• Maintain daily cleanliness of workspaces by removing organic debris, disinfecting surfaces and supplies, and organizing materials. Workspaces should be free of any clutter.

• Prevent the spread of disease by following organizational protocols and using appropriate personal protective equipment (PPE).

• Respond promptly to organizational emails, chats, and other communications to ensure efficient workflow. Communicate professionally with other departments to address discrepancies, concerns, and questions effectively. 

• Contribute to the efficiency and effectiveness of the veterinary services department by actively participating in team efforts and contributing ideas for improved service delivery.

• Communicate in a professional and courteous manner, providing accurate information and assistance to team members and the general public.

• Report concerns and incidents promptly by notifying management of any unusual situations or emergencies.