Job Description

Veterinary Receptionist (Client Care Coordinator)

Topsham Veterinary Wellness Center - Topsham, Maine

Small Animal | Independent, Locally Owned | Supportive, Collaborative Team

At Topsham Veterinary Wellness Center, we are a privately owned small animal practice that prioritizes preventive care, thoughtful medicine, and genuine relationships with our clients and their pets. Our team is known for being welcoming, communicative, and truly collaborative. We take the time to listen, educate, and partner with pet owners so they feel confident and supported in their pet's care. If you're someone who cares deeply about creating positive experiences and being part of a team that works closely together, this may be a great fit.

About the Role

As a Client Care Coordinator, you will be the first point of contact for our clients -- in person, over the phone, and through email. You'll assist with scheduling, check-ins, medication refill requests, appointment follow-ups, and maintaining clear communication between clients and our medical team. This position focuses on service, communication, and coordination -- it does not include animal restraint or clinical responsibilities.

Primary Responsibilities

Welcome clients warmly and create a positive, supportive first experience Schedule appointments efficiently and accurately Answer phones, return messages, and route questions to the appropriate team members Assist clients with medication refill requests and coordinate with the team for approval Process payments and maintain accurate invoicing Manage medical records and client communication in our practice software Support smooth check-in and checkout flow Coordinate with technicians and doctors to keep appointments moving smoothly Maintain a tidy, organized, inviting reception environment Assist with general administrative tasks that support daily clinic operations

Skills & Experience

Required:

Prior experience in a customer service or client-facing role Strong verbal communication and listening skills Ability to stay organized and composed in a fast-paced environment Comfort using computer systems and multi-tasking Professional, friendly, and empathetic approach when interacting with clients

Strong Plus (Not Required):

Experience in a veterinary, medical, or dental office setting Familiarity with veterinary terminology or clinic flow

What Makes TVWC a Great Place to Work

Team culture built on kindness, mutual respect, and shared goals Close collaboration across all roles -- everyone helps each other Opportunity to build strong relationships with clients and their pets

Benefits

4-day work week (no nights, weekends, or on-call) Health, dental, and vision insurance 401(k) with employer match Paid time off Employee pet care benefits

To Apply

Please submit your resume along with a brief note about what you enjoy most about working with people and what you look for in a team environment. To learn more about us visit www.topshamvet.com or find us on social media!

Job Type: Full-time

Pay: $18.50 - $22.00 per hour

Benefits:

401(k) matching Dental insurance Employee discount Health insurance Paid time off Vision insurance
Work Location: In person