Veterinary Office Manager

Position Summary The Veterinary Office Manager is responsible for overseeing the daily administrative operations of the veterinary practice, ensuring the office runs smoothly, efficiently, and professionally. This role supports the veterinary team by managing client communications, staff scheduling, front desk operations, billing processes, office inventory coordination, and overall workflow. The Veterinary Office Manager serves as a key point of contact for clients and team members, helping create a welcoming, organized, and compassionate environment for pets, clients, and staff. This position requires strong leadership, excellent communication skills, attention to detail, and the ability to balance administrative responsibilities with exceptional client service. The ideal candidate is organized, proactive, and comfortable working in a fast-paced veterinary setting while maintaining a calm and professional approach. Core Responsibilities Leadership and Team Management Directly supervises the reception/client service team and provides daily support and guidance. Communicates hospital objectives, policies, and core values to staff; ensures understanding and consistent application. Serves as a liaison between veterinarians, technicians, reception staff, and management to promote effective communication and teamwork. Addresses interpersonal conflicts and informal employee complaints within the front office team and helps maintain a positive, respectful work environment. Leads or participates in front office and hospital-wide staff meetings, sharing updates and supporting implementation of new policies or initiatives. Client Service and Front Office Operations Ensures a high standard of client service at all times; models and enforces professional, friendly, and empathetic client interactions. Acts as a trusted point of contact for escalated client concerns or complaints; works toward prompt, effective, and compassionate resolution. Oversees all front desk functions including client check-in and check-out, appointment scheduling, reminder calls, and payment processing. Monitors phone and email communications to ensure timely, accurate, and courteous responses. Ensures that outside medical records and client/patient information are accurately maintained in the practice management software. Coordinates the requesting, receipt, and sharing of medical records with other facilities in accordance with practice policies. Ensures the lobby, reception area, and front entrance are clean, safe, and welcoming; promptly addresses any issues that affect client experience. Accounting and Financial Administration Oversees daily financial processes, including accuracy of client invoices and proper posting of charges and payments. Prepares and verifies daily deposits (cash, checks, and credit card batches) and ensures they are submitted in a timely manner. Manages accounts receivable, including generating and sending client statements, tracking overdue accounts, and following up on outstanding balances. Works with clients to resolve billing questions and, when appropriate, discusses payment plans or special arrangements within practice guidelines. Monitors coupon, discount, and rebate programs to minimize losses and ensure accurate application and documentation. Assists the Practice Manager and Practice Owner with basic financial reporting or preparation of information needed by the accountant. Human Resources Support Helps maintain staff records (such as schedules, attendance, time off requests, and training records) for front office team members. Manages the reception/front office schedule to ensure adequate coverage during all business hours. Coordinates schedule changes and time-off requests within established guidelines. Provides ongoing coaching, recognition, and support to foster a positive, engaged team environment. Marketing and Practice Development Assists with the planning and implementation of the practice's marketing initiatives, including website content, social media, email campaigns, and print materials. Coordinates client outreach efforts such as reminder campaigns or special promotions. Helps organize and support community events, open houses, or other practice-building activities as directed by the Practice Manager or practice owner. Data Privacy and Confidentiality Enforces policies regarding client confidentiality and proper handling of medical records and financial information. Educates staff on best practices for protecting client data (e.g., proper release of records, secure handling of physical and electronic documents). Facility and Equipment Oversight Monitors the condition of the front office, lobby, and related areas; initiates maintenance or repair requests as needed. Ensures that entrances, sidewalks, and parking areas are safe and accessible for clients and staff (e.g., addressing snow/ice, spills, debris). Other Duties Performs other duties as assigned by the Practice Manager or practice owner. Qualifications High school diploma or equivalent required; college coursework or degree in business, management, or a related field preferred. 5 Years previous experience working in a veterinary practice required; prior experience as a veterinary receptionist strongly preferred. Experience leading, supervising, or coordinating a team in a medical or customer service environment preferred. Strong organizational and time-management skills; ability to prioritize multiple tasks and complete work with minimal supervision. Excellent communication skills (in person, by phone, and in writing), with the ability to communicate effectively with clients and team members. Demonstrated ability to handle conflict and resolve problems in a calm, professional manner. Knowledge of veterinary terminology, products, and basic procedures, or willingness and ability to learn them. Proficiency with computers and practice management software; ability to learn new systems and technology. Commitment to outstanding client service and compassion for animals and their owners. High degree of integrity, reliability, and discretion in handling confidential information and financial matters. Physical Requirements and Work Environment Ability to stand, walk, and remain on feet for extended periods during the workday. Ability to lift and carry up to 40 pounds unassisted and to assist in lifting heavier items or animals with help. Ability to bend, stoop, kneel, reach, and perform physical tasks associated with office and occasional animal handling. Adequate vision, hearing, and manual dexterity to use computers, telephones, and standard office equipment. Willingness and ability to work in an environment that may include exposure to noise, odors, animal waste, cleaning chemicals, and the risk of bites or scratches. Position Expectations

• Uphold the highest standards of patient care, teamwork, and client service, consistently reflecting the hospital's core values of Diligence, Integrity, Respect, and Exceptional Customer Service in all tasks.
• Serve as a model for professionalism, accuracy, and efficiency for the veterinary customer service respresentative team - setting an example through excellent technique, compassion, and a positive attitude.
• Support management in achieving hospital goals.

This includes embracing new protocols or initiatives, and encouraging the team to do the same.

Pay:

$24.00 - $26.00 per hour

Benefits:

401(k) matching Dental insurance Employee discount Health insurance Paid time off Vision insurance

Work Location:

In person