Monday + Saturday Priority | Full-Time or Part-Time
Job Description
We're looking for an experienced Veterinary CSR/administrator who enjoys taking ownership of the front desk, solving problems before they become crises, and helping a busy hospital run smoothly.
If you're the kind of person who naturally takes initiative, notices when something isn't working, communicates directly and respectfully, and prefers being part of a team that keeps improving instead of standing still, we'd love to meet you.
PetSmart Veterinary Services Tallahassee is growing quickly, and we are looking for a high-EQ, outgoing, organized individual who understands just how important the front desk role really is.
This person is often the first voice, first face, and first impression of the entire clinic. You are not “just reception.” You are the person who helps clients feel safe, keeps the day moving, spots problems before they become bigger problems, and helps protect the experience we are trying so hard to build.
We are looking for someone who can run a busy front desk with warmth, confidence, maturity, and excellent “read the room” instincts. If you can stay calm when phones are ringing, clients are emotional, pets are nervous, and the schedule is doing schedule things while still bringing good energy to the team you may fit in beautifully here.
Schedule need priority: Mondays and Saturdays
We are open to full-time or part-time candidates, depending on experience, availability, and fit.
About Us
Operating as PetSmart Veterinary Services Tallahassee, we are a privately owned hospital in North Tallahassee providing science-based medicine for dogs, cats, exotics, and occasional wildlife cases.
Led by owner Dr. Cesar Mena, we aim to bring back the “family vet” feeling while pairing it with modern medicine, advanced equipment, Fear Free-aligned handling, and a strong focus on client partnership.
We are genuinely building something special. We are not tired, stale, or stuck in “this is how it has always been done.” Our team helps shape the clinic as we grow from protocols and workflows to client experience, events, marketing, decor, systems, and culture.
The right Client Experience Coordinator will have a real voice here. We want someone who notices gaps, brings ideas forward, takes pride in the lobby and client flow, and understands that their role is central to how clients feel about the entire hospital.
What Success Looks Like
The right person for this role doesn't simply wait for instructions.
You notice when a client has been waiting too long.
You recognize when the phones need backup.
You see when a lobby needs attention.
You speak up when something could work better.
You help teammates without needing to be asked.
You don't create drama, you solve problems.
You communicate directly, professionally, and respectfully, even during busy or stressful moments.
If something falls through the cracks, your instinct is to help fix it rather than assume someone else will.
Core Client Experience Coordinator/ Front Desk Responsibilities
- Greet clients warmly and keep the lobby flowing smoothly
- Check patients in and out efficiently
- Answer phones with confidence, kindness, and good judgment
- Schedule appointments appropriately and recognize urgency when needed
- Help triage client concerns and know when to involve the medical team
- Confirm appointments and help reduce no-shows
- Collect payments and explain next steps clearly
- Maintain accurate client and patient information in our practice software
- Communicate clearly with doctors, technicians, assistants, and leadership
- Follow up with sick pets and help make sure clients feel cared for after visits
- Keep an eye on the overall client experience and bring concerns or gaps to our attention
- Support Fear Free-aligned flow through calm communication, smooth transitions, and thoughtful pacing
Lobby + Client Experience Ownership
This role requires someone who takes real pride in the client-facing areas of the clinic.
You’ll help keep the lobby, front desk, exam rooms, and client-facing spaces clean, organized, welcoming, and “clinic ready.” Being a clean, tidy, visually aware person is a must for this role.
We are also very open to the right person helping shape the front-of-house look and feel. If you enjoy decorating, organizing, making spaces feel welcoming, or adding thoughtful touches to the client experience, we would love that.
Bonus / Expanded Responsibilities
For the right person, this role may also grow into areas such as:
- Community outreach
- Local networking and events
- PetSmart partnership support
- Referral building
- Admin support
- Follow-up systems and client communication improvements
- Social media ideas, photos, captions, or promotions
- Front desk process improvement
- Client experience leadership
Must-Haves
- 1+ year customer service experience
- Veterinary, medical, or busy front desk experience strongly preferred
- Confident phone skills
- Strong multitasking and time management skills
- Comfortable taking payments and handling client conversations about costs
- Ability to remain calm, professional, and solution-focused under pressure.
- Strong emotional intelligence and ability to “read the room”
- Organized, dependable, and mature
- Clean, tidy, and proud of maintaining a beautiful client-facing space
- Willingness to communicate gaps, concerns, and improvement ideas regularly
- Team-first mindset with a willingness to both give and receive feedback professionally.
- Comfortable having direct, respectful conversations when something needs attention.
- Availability on Mondays and/or Saturdays
Strong Preferences
- Veterinary CSR experience
- Familiarity with scheduling, estimates, invoices, and medical notes
- Comfort with basic triage questions and knowing when something is urgent
- Experience handling anxious, upset, or overwhelmed clients with compassion and boundaries
- Interest in improving systems and client experience
- Naturally assertive communicator who is comfortable asking questions, clarifying expectations, and advocating for clients and teammates when appropriate.
- A genuine growth mindset; you like learning, improving, and helping build something better
Why This Role Matters
Our CSR is one of the most important people in the clinic.
Clients may not remember every medical term, but they remember how they were greeted. They remember whether someone noticed they were worried. They remember whether the lobby felt calm, the communication felt clear, and the team seemed organized and caring.
The right person in this role helps the whole clinic feel safer, smoother, warmer, and more professional.
We value that deeply.
Benefits and expanded perks are reviewed after 90 days and may vary by role, schedule, and performance. Current and potential perks include:
- Flexible scheduling
- PetSmart retail discount from day one
- Fear Free certification paid for by us
- Veterinary services and medications at cost after 90 days
- Uniform items / allowance
- Considerate time-off flexibility
- Unlimited unpaid time off where feasible
- Opportunities to earn gift cards, swag, and team rewards
- Opportunities to grow into events, marketing, admin, leadership, client experience, or other expanded responsibilities
- Potential for paid leave, increased pay, work-from-home admin hours, or other benefits depending on role development and review
We are very open to shaping the role around the right person’s strengths.
How to Apply
Please apply with your resume and a short note answering:
- Your customer service, veterinary, medical, or front desk experience
- Your availability for Mondays, Saturdays, and any additional shifts
- What you would love to contribute beyond the desk, if anything client experience, decor, admin, outreach, social media, events, systems, or leadership
A thoughtful cover letter is strongly encouraged and will absolutely be read. Tell us who you are, why this role interests you, and what you believe great client service looks like.
Pay: $16.00 - $24.00 per hour
Benefits:
- Employee discount
- Flexible schedule
- Professional development assistance
Work Location: In person
