Client Service Coordinator

Job Description

Client Service Coordinator

Herndon Animal Medical Center - Herndon, VA
Full-time / Part-time | $18 - $22/hour based on experience.

About Herndon Animal Medical Center


At Herndon Animal Medical Center, we believe great care starts with really knowing the pets and families we serve. Every visit is personal, not just a number on the schedule. Great medicine here starts with a great team: our doctors, technicians, assistants, and client service crew work together, and we've built a culture around communication, respect, and speaking up for the patient in front of you. If you bring a positive attitude, a strong work ethic, and genuine care for people and animals, you'll fit right in.

What You'll Be Doing


You're the first face clients see and the first voice they hear on the phone - which makes you one of the most important people in this building. Here's what that looks like day to day:

• Greeting clients and patients like they matter, because they do (even the anxious dog dragging its owner backward through the door).
• Answering phones and emails promptly and professionally, no one likes being put on hold forever.
• Scheduling appointments, follow-ups, drop-offs, and rechecks so the day flows.
• Handling check-ins, check-outs, payments, and the "wait, what's this charge for?" questions with patience.
• Walking clients through estimates and care plans clearly and kindly - not just handing over a number and hoping for the best.
• Making sure clients understand their pet's instructions, meds, and next steps before they walk out the door.
• Keeping the medical team in the loop on schedule flow, patient needs, and anything a client mentioned that they should know.
• Handling prescription refill requests and pharmacy communication as directed.
• Keeping client and patient records accurate - details matter here.
• Keeping the lobby clean, organized, and welcoming (first impressions count).
• Pitching in on reminders, records requests, and the general admin stuff that keeps the hospital running.

Who We're Looking For

• Experience in a vet hospital, medical office, or customer service role is a plus.
• A strong communicator in person, on the phone, and in writing.
• Friendly and professional, even when things get hectic.
• Able to juggle multiple things at once without dropping the ball.
• Comfortable with computers and scheduling software (or ready to learn a new system).
• Able to handle sensitive or emotional client situations with compassion and a level head.
• Team-first, reliable, and on time.
• Comfortable being around dogs and cats in a hospital setting all day.

What You Get in Return

• Competitive hourly pay based on experience.
• Health, dental, and vision insurance.
• 401(k) with company match.
• Paid time off and paid holidays.
• Continuing education support, because we want you leveling up.
• Uniform allowance.
• Employee pet care discounts (yes, for your own pets).
• Real training and professional development, not just a binder you skim once.
• A team that's got your back, focused on great care and great people.

Benefits may vary based on full-time or part-time status.

Schedule : Full-time & Part- time positions available; No nights or Weekends.


Location : In person - Herndon, VA

National Veterinary Associates is a leading global pet care organization united in the love of animals and the people who love them.

At NVA, we're on a mission to improve the lives of pets and the people who love them. That starts by empowering our care teams. We nurture their growth with resources to practice medicine their way. Our network of 1,000 hospitals connects them to a community of professionals who share their passion so they can learn and grow together. Our national presence enables us to deliver technology and innovations that simplify work and expand care for all. At NVA, we're committed to your professional growth. We support your entire career journey, offering opportunities ranging from mentorship to ownership.

At National Veterinary Associates, we want to make sure your experience connecting with us is seamless and straightforward. Here's what to expect when interacting with us:

- We'll always reach out via verified LinkedIn profiles or emails ending in @nva.com


- We may also contact you via text message from an identified NVA representative for recruiting-related communication


- All job opportunities and applications are hosted on our official careers site: careers.nva.com


- There is no cost or confidential information required to apply or be considered for a position

If you have any doubts about a communication, feel free to visit our careers page to verify authenticity or email us at View email address on click.appcast.io. Thank you for exploring opportunities at NVA!

NVA offers a comprehensive benefits program including medical, dental, vision, a 401k with employer match, and paid time off (including sick time) for all eligible employees. The team can provide more information about compensation and benefits for your specific location during the process. For positions based in Colorado, NVA provides eligible employees with paid sick and safe leave and public health emergency leave in accordance with the requirements of Colorado's Healthy Families and Workplaces Act.

NVA is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Pursuant to the San Francisco Fair Chance Ordinance, Los Angeles Fair Chance Initiative for Hiring Ordinance, and any other state or local hiring regulations, we will consider for employment any qualified applicant, including those with arrest and conviction records, in a manner consistent with the applicable regulation.