Client Services Representative

Client Services Representative

Are you passionate about community support and providing exceptional service? Become a vital part of our compassionate and community-focused veterinary clinic team, as a Client Services Representative. In this role, you'll be the first point of contact for pet owners—helping schedule appointments, manage communications, and ensure a smooth experience from check-in to checkout. Our clinics are committed to delivering high-quality veterinary care at affordable rates, with additional discounts available based on income. If you're looking for a meaningful role where you can make a difference in the lives of pets and their people, we'd love to meet you!

Benefits:

• Health, dental, and vision insurance
• 401k retirement plan with 4% company match
• 15 days of Paid Time Off in your first year + Paid and Floating Holidays
• Work-life balance

Schedule: Full-Time, 40 hours/week Four 10-hour shifts per week between Monday and Friday (no weekends) Shift time is 7:00am - 5:30pm primarily at St. Paul clinic; occasionally at Golden Valley clinic Schedule to be determined based on current need/candidate availability

Job Summary: The Client Services Representative is responsible for the daily coordination and scheduling of Pet Clinic Spay/Neuter, Wellness, Dental, and Specialty surgery appointments.

Here's what you'd be doing:

• Greet clients and maintain a professional and welcoming environment.
• Answer incoming phone calls and make outgoing calls to return voice messages.
• Respond to email inquiries regarding services.
• Schedule clients for services.
• Prepare and ensure proper paperwork and consent forms are completed prior to services.
• Collect payment from clients.
• Email invoices, receipts, and records as needed.
• Make reminder, follow up, and no-show calls for services.
• Escalate complex client questions and concerns as appropriate.

Communication and Culture:

• Communicate in a positive and professional manner with customers, other employees, and volunteers.
• Promote a culture of diversity, equity, and inclusion to make AHS a welcoming environment for all.

Technology:

• Accurately enter and maintain client files and required information in Evet.
• Manage and view work schedule in Makeshift.
• Clock in and out of shifts using ADP.
• Monitor AHS email and other messaging software.

Other duties as assigned.

Additional Information:

• Required to be on time to scheduled shifts during operational hours which may include evenings, weekends, and holidays.
• Attend and participate in regular team meetings and one-on-one meetings with direct leader.
• May be required to work at a different site based on department needs.
• May be required to attend occasional off-site meetings and events.

Work Environment:

• Primarily desk based.
• Exposure to unpleasant odors, chemicals, and noises, including barking.

Requirements:

• 2+ years of customer service experience required.
• Experience scheduling appointments and/or serving at a reception desk preferred.

Skills:

• Excellent customer service and communication skills.
• Strong administrative and process management skills.
• Strong multi-tasking and problem-solving skills.
• Proficient with computers, specifically a working knowledge of Microsoft products.

Physical Demands:

• Prolonged sitting at a desk.
• Must be able to lift and carry up to 10 lbs.

Emotional Demands:

• Must be comfortable with the emotional aspect of work in the veterinary field, including the use of humane euthanasia.

Transportation:

• Reliable transportation required.