Customer Service Representative - Veterinary (CSR)

Customer Service Representative – Veterinary (CSR)

Are you an organized, compassionate professional who loves animals — and the people who care for them? At Loving Care Animal Clinic, our Customer Service Representatives are the heart of the front desk: the first face every client sees and the first voice they hear. You set the tone for the entire visit.

We're a close-knit, family-oriented small-animal clinic in Fremont, Michigan, built on a simple belief — every pet deserves the best quality care while staying affordable for the families who love them. We're looking for a dependable, warm, detail-oriented teammate who thrives in a busy environment, stays calm under pressure, and genuinely enjoys helping people and their pets.

What You'll Do

• Be the welcoming first impression. Greet every client and patient the moment they arrive, answer multi-line phones promptly and warmly, and respond to client emails and messages with professionalism and care.
• Schedule with confidence. Book and confirm appointments, surgeries, and recheck visits in our EzyVet practice-management software, matching each case to the right appointment type and provider availability.
• Check clients in and out. Verify and update client and patient information, scan microchips, weigh patients, review invoices, process payments accurately, and schedule follow-up visits before clients leave.
• Keep records accurate and compliant. Create and maintain pet, client, and clinical records; attach and verify signed consent forms (surgical, euthanasia, vaccination); document current medications; and complete rabies certificates precisely, including required lot numbers and expiration dates.
• Support patient care behind the scenes. Complete client callbacks for lab results and wellness reminders, build clear treatment estimates, process prescription-refill requests per clinic protocol, and help triage urgent concerns by communicating quickly with the medical team.
• Handle payments with care. Maintain a balanced cash drawer, process transactions at the desk and over the phone, and complete end-of-day reconciliation, payment summaries, and card-machine batch closing.
• Open and close the clinic. Complete daily opening and closing checklists, keep the reception area and lobby clean, odor-free, and welcoming, and secure records, payments, and the building at day's end.
• Show up for the hard moments. Support clients with empathy and discretion as they navigate difficult decisions about their pets' health, including end-of-life care.

…plus other duties as assigned. On a small clinic team, we all wear many hats and help one another out.

What We're Looking For

• High school diploma or equivalent.
• Previous customer service experience required ; experience in a veterinary or medical office is strongly preferred .
• Excellent verbal and written communication, with strong spelling and attention to detail — you'll be maintaining legal medical records.
• Comfort with computers and the ability to learn new software quickly; experience with EzyVet or a similar practice-management system is a plus.
• Strong multitasking and the ability to stay calm, organized, and kind in a high-traffic, occasionally stressful environment.
• Accuracy and trustworthiness with cash handling and confidential client information.
• Genuine comfort and confidence around animals of all sizes and temperaments.
• Compassion, emotional intelligence, and a reliable, team-first attitude.

Physical Requirements & Work Environment

This is an in-person role at our Fremont clinic. Reasonable accommodations are available to enable individuals with disabilities to perform the essential functions. You can expect to:

• Stand, sit, and move about the reception area for extended periods.
• Occasionally lift or assist with animals and supplies (up to approximately 40 lbs, with assistance available).
• Work in an active clinic setting with animals, cleaning agents, and typical clinic noise and odors.

Schedule

Full-time, in person, during daytime clinic hours — no overnight or on-call shifts. We believe life happens, so we operate like a family and emphasize open communication and reasonable scheduling. We'll confirm your exact weekly schedule during the interview.

Compensation & Benefits

• $17–$19 per hour , depending on experience, potentially more with well-qualified previous experience.
• Front-loaded paid time off (PTO) that grows with tenure — up to four weeks per year after 4+ years of employment — with rollover.
• 7 paid holidays plus 1 floating holiday you can use for anything.
• No-cap unpaid time off (UTO). Need a day but don't want to use PTO? Request it through our employee app — available as long as attendance stays solid. Life happens, and we get it.
• Generous employee discount on veterinary care and products for your own pets.
• A supportive, family-style culture that values communication, teamwork, and work-life balance.

Ready to Apply?

If you're ready to be the friendly, dependable heart of our front desk, we'd love to meet you. Submit your application and résumé today — a short note about why you love working with animals and people is always a welcome bonus.

Equal Opportunity

Loving Care Animal Clinic is an equal opportunity employer. We celebrate diversity and are committed to a welcoming, inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, age, height, weight, familial or marital status, disability, genetic information, or any other characteristic protected by federal law or the Michigan Elliott-Larsen Civil Rights Act.

This posting describes the general nature and level of work performed and is not an exhaustive list of all responsibilities, duties, and skills required. Employment with Loving Care Animal Clinic is at-will.