Lead Veterinary Receptionist/ Office Manager at Alliance Animal Health

Company Description

Join Our Team at The Paw Patch Veterinary Hospital!

Where exceptional veterinary care, meaningful relationships, and a passion for pets come together!

Established in 1984, The Paw Patch Veterinary Hospital has been a trusted part of the community for over 40 years! We have built our reputation on providing compassionate, high-quality veterinary medicine while creating lasting relationships with the pets and families who trust us with their care. We are a busy, thriving small-animal practice that takes pride in delivering exceptional medicine with a personal touch.

Our hospital is led by a long-tenured, dedicated Practice Manager and a relationship-driven Medical Director who share a passion for creating a positive, supportive workplace where both people and pets can thrive. Together, they foster a culture built on teamwork, open communication, accountability, professional growth, and a genuine commitment to doing what's best for our patients, clients, and one another.

Our talented team includes two full-time veterinarians, Registered Veterinary Technicians, veterinary assistants, and client service professionals. We believe that great veterinary medicine starts with a great team, and we are committed to creating an environment where every team member feels valued, supported, and empowered to grow.

At The Paw Patch, we work hard, support one another, celebrate our successes, and understand that a little laughter goes a long way in the fast-paced world of veterinary medicine. We believe in investing in our people, encouraging continued learning, and providing opportunities for professional and personal development.

We're Looking for Our Next Amazing Team Member!

We are seeking an enthusiastic, compassionate, and motivated individual who shares our passion for exceptional client service and patient care. Our ideal candidate is a natural relationship-builder who takes pride in creating positive experiences for clients, advocates for patients, and understands the importance of teamwork in a busy veterinary hospital.

To learn more about us click here.

Job duties include, but are not limited to:

The Paw Patch Veterinary Hospital is seeking a highly organized, compassionate, and motivated Office Manager/Lead Client Service Representative (CSR) to join our team. This hybrid role combines leadership, administrative oversight, and front-desk excellence to ensure an exceptional experience for our clients, patients, and staff. The ideal candidate is a positive, solutions-focused professional with strong communication skills and a passion for supporting a veterinary care team.

Key Responsibilities

Leadership & Team Support

• Supervise, mentor, and support the Client Service Representative team.
• Assist with scheduling, workflow coordination, and delegation of front-desk duties.
• Participate in hiring, onboarding, and training new CSR team members.
• Model and reinforce a positive, respectful, and team-oriented work culture.
• Address staff concerns, escalate issues to management when needed, and facilitate conflict resolution.
• Assist in driving clinic initiatives for growth.
• Scheduling of the CSR team, DVM team, and kennel team.

Client Service & Front Desk Operations

• Provide high-quality, empathetic service to clients both in person and over the phone.
• Manage check-in and check-out processes, appointment scheduling, and medical record updates.
• Handle client communication regarding estimates, invoices, patient status, and follow-up care.
• Assist in resolving client concerns professionally and in alignment with hospital policies.
• Ensure the front-desk area remains clean, organized, and efficient.

Administrative & Operational Oversight

• Oversee daily office operations to ensure smooth workflow and timely task completion.
• Manage inventory of office supplies, forms, and front-desk materials.
• Assist with financial tasks such as invoice review, payment processing, and end-of-day balancing.
• Maintain and update internal protocols, forms, and training materials.
• Assist with compliance tasks, recordkeeping, and policy implementation.

Communication & Coordination

• Serve as a liaison between the CSR team, veterinary technicians, and veterinarians.
• Communicate scheduling adjustments, client updates, and workflow needs to ensure seamless patient care.
• Support hospital initiatives, community outreach, and client education efforts.

Qualifications

We’re looking for

• Previous veterinary or medical reception experience required; leadership experience strongly preferred.
• Strong interpersonal, communication, and customer-service skills.
• Excellent organization, time-management, and multitasking abilities.
• Proficiency with veterinary practice software, Office Suite, email, online client communication platforms, online clinic stores
• Ability to remain calm and professional in a fast-paced, emotional environment.
• Must be reliable, adaptable, and committed to collaborative teamwork.

Physical & Work Requirements

• Ability to sit, stand, and move throughout the day.
• Comfortable handling occasional pet interactions in lobby settings.
• Ability to lift up to 30 lbs as needed.

Schedule & Benefits

• Full-time position; schedule may include rotating Saturdays.

Additional Information

We offer our staff

• Comprehensive Benefits (health, dental, vision, liability, 401k & 401K matching program, life & supplemental insurance, HSA, & FSA)
• Employee Assistance Program
• Paid Vacation and Sick Time for ALL Employees
• Paid Bereavement Program
• Paid Parental Leave Program
• Competitive Compensation
• Continuing Education Allowance (applies to licensed/registered/certified roles)
• Tuition Assistance Program
• Access to a CVA/CVT/CVPM Partnership through Penn Foster
• Career Development Opportunities
• Referral Bonus Program for most positions!
• Additional Benefits (i.e. Personal Pet Discounts, Holiday Pay, Uniform Allowance, Bonuses etc)
• *Hiring eligibility may be contingent to a candidate authorizing and completing a satisfactory background check.

*Note – some benefits may only be available to or vary slightly for full time employment status vs part time status.

For additional details including our full equal opportunity statement, texting/outreach communication authorization, physical requirements of the job and more, please visit https://allianceanimal.com/additionaljobdescriptiondetails/.