The Client Coordinator plays a critical role in connecting community members with affordable veterinary services while ensuring a positive, equitable, and compassionate client experience. Serving as the primary point of contact for clients seeking spay/neuter and vaccine services, this position is responsible for coordinating appointments, maintaining accurate records, supporting community partnerships, and fostering trusting relationships with clients and partners.
Working collaboratively with the Clinic Manager and Pet Services team, the Client Coordinator ensures scheduling, client communications, and partner relationships are handled efficiently, accurately, and compassionately. This role regularly engages with underserved and marginalized communities and requires a strong commitment to reducing barriers to care, promoting animal welfare, and supporting the organization's mission.
The successful candidate will be a skilled communicator who excels at both client service and detailed administrative work, while maintaining a high level of professionalism, empathy, and accountability.
Responsibilities include, but are not limited to:
Serve as the primary point of contact for Pierce County clients, and community members, addressing their inquiries and concerns promptly and professionally, via email, text, and phone calls with compassion, clarity, and kindness.
- Work collaboratively with the Regional Clinic Manager and Pet Services administration team to maintain consistent scheduling practices and client communication. Ensure all scheduling and client relations are effective, equitable, and clearly documented.
- Coordinate and schedule client appointments for spay/neuter and vaccine clinics, ensuring efficient use of resources and meeting client needs.
- Build and maintain positive relationships with clients including voucher partners, volume partners, and community organizations.
- Engage compassionately and equitably with clients with a focus on building relationships and trust.
- Maintain accurate client records, appointment information, and program documentation, while ensuring confidentiality and data security.
- Collaborate with internal teams to support seamless service delivery and effective communication across programs.
- Ensure compliance with all clinic policies, procedures, and operational standards
- Assist with program outreach, client engagement efforts, and community education activities as needed.
- Support special projects and other duties as assigned by management.
Required Skills/Qualifications:
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Demonstrated passion for animal welfare and commitment to reducing pet overpopulation, shelter over crowding, animal suffering, and unnecessary euthanasia.
- Commitment to being part of the solution to animal cruelty and barriers to veterinary care.
- Excellent written and verbal communication skills with the ability to communicate clearly, professionally, and compassionately with diverse audiences.
- Strong customer service skills and commitment to creating positive client experiences.
- Be a team player with a collaborative and communicative style.
- Possess ability to be diplomatic, compassionate, and direct, especially in difficult situations. Having strong de-escalation abilities is a plus.
- Have a natural aptitude for working empathically with marginalized populations with a commitment to address racial and economic injustice.
- Must have prior experience working with Microsoft Office products (Word, Excel); and be highly confident in ability to learn new software applications. Previous experience with ClinicHQ or databases is helpful.
- Strong organizational skills and attention to detail, enabling efficient management of client appointments and records.
- Must be a self-starter, able to prioritize effectively, possess exceptional organizational
- Ability to multitask and prioritize tasks in a fast-paced environment, ensuring timely delivery of services to clients.
- Ability to adapt quickly to changing circumstances.
- Frequently sit, keyboard, and wrist (flexion/extension)
- Occasionally stand/walk, grasp, and fine manipulation
- Seldomly twist, bend/stoop, squat/kneel, crawl, reach or work above shoulders.
- Occasionally lift, carry, push/pull 1lb-10lb
Employee Benefits:
- Medical, Dental and Vision Insurance (100% employer paid premium for employee coverage)
- 401(k) + Company match up to 2% - Fully vested on day 1
- Discretionary Time Off
- Paid Holidays (9 per year)
- Supplemental Insurance Benefits available
- At cost veterinary care, medications and pet food, when available
- Pawternity leave and animal family member bereavement
- Relocation assistance for out of WA state candidates
- Opportunities for Advancement
Employment Details:
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Regular Full-Time, Non-Exempt (36 hours per week).
- Salary Range $45,760 - $70,720
- Remote in WA State, Pierce County preferred.
- Shift is Monday-Friday, standard shift is to be determined by clinic operational needs.
- Occasional local travel, weekend and evening coverage required.
The information included above in this job description indicates the general nature and level of work performed by employees in this position. It is not a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned this position. Furthermore, nothing in this job description restricts management’s ability to assign or reassign duties and responsibilities to this job at any time. Pasado’s Safe Haven believes that each employee makes a substantial contribution to the organization’s success. That contribution is not limited by the assigned responsibilities in this job description. It is the expectation of Pasado’s Safe Haven that each employee will offer their skills wherever and whenever necessary to ensure the success of the organization.
