Part-Time Client Service Representative

About the job

Mt. Airy Veterinary Associates is a small animal practice located in beautiful Mount Airy, Maryland, conveniently located near Frederick and Germantown. We care for dogs, cats, and pocket pets—and we’re lucky to have an amazing community of clients who trust us with their pets.

We believe great veterinary care starts with a strong team. Our doctors are supportive, approachable, and invested in helping team members grow at every level. We value the ideas and feedback of every role in the hospital and encourage open, respectful conversations about how we can improve—for our patients, our clients, and each other.

We’re looking for positive, team-oriented people who enjoy working with others, take pride in great customer service, and genuinely want every client and patient to have a great experience. If you’re someone who wants to learn, contribute, and be part of a team that continues to grow together, we’d love to meet you.

Part-Time Client Service Representative | Mount Airy Veterinary Associates | Mt. Airy, MD

Compensation: $17–$20/hour, commensurate with licensure and experience

Position Summary:

The Client Service Representative (CSR) plays a vital role in creating a positive first and lasting impression for our clients and their pets. The CSR is responsible for delivering exceptional service both in person and over the phone, handling client interactions with professionalism, empathy, and care. This position supports the smooth operation of the hospital by managing client communications, maintaining accurate records, and assisting the veterinary team in providing outstanding patient care.

We'd love to learn a little about you! Please include a brief cover letter sharing why you're interested in veterinary medicine, what makes you want to join MAVA, and your career goals. Whether you're looking to grow with us or gain experience toward your next step, we'd love to know how we can support you.

Primary Responsibilities:

• Greet clients and patients warmly, providing professional, empathetic, and attentive service while answering in-person inquiries promptly.

• Complete patient check-in and check-out efficiently while serving as a liaison with hospital staff and communicating real-time patient status and flow changes.

• Maintain client communications via phone, email, and mail, including follow-ups and thank-you messages.

• Schedule, confirm, and forward book appointments, routing requests appropriately; triage patients based on urgency.

• Communicate clearly about hospital services, wellness care, vaccinations, diagnostics, surgical aftercare, and specialty packages.

• Handle sensitive situations (e.g., euthanasia, test results, payments) with tact and professionalism.

• Maintain accurate patient records, request and attach prior records, and ensure charges are captured.

• Complete cash reconciliation, end-of-day financial tasks, and bank deposits while accurately processing payments and refunds, including transactions through Care Credit and credit card terminals.

• Fill veterinary prescriptions accurately and provide instructions to clients.

• Assist with over-the-counter product sales and maintain inventory.

• Support veterinarians, technicians, and Practice Manager with patient care and administrative tasks.

• Maintain a clean, organized, and safe hospital environment; follow safety and hygiene protocols.

• Participate in opening, closing, and weekend duties as assigned.

• Perform all other duties as assigned.

Qualifications:

• High school diploma or equivalent required.

• Previous experience working with animals preferred; veterinary or animal care background strongly valued.

• Basic computer proficiency, including the ability to use computer systems, email, practice management software, Microsoft Office applications, and basic scheduling tools.

• Accurate data entry and record-keeping skills.

• Able to perform basic math for cash handling, billing, and appointment management.

• Manual dexterity required for typing, filing, and handling patients or supplies.

• Strong written and verbal communication skills; able to communicate clearly with clients, team members, and veterinarians.

• Demonstrated ability to provide professional, empathetic, and client-focused service while maintaining composure in high-stress or emotionally challenging situations.

• Ability to lift and carry up to 50 pounds and safely handle animals up to 130 pounds.

• Comfortable sitting, standing, walking, bending, and kneeling for extended periods throughout the workday.

• Professional, neat appearance consistent with hospital standards.

Hours:

• Must be able to work a flexible schedule and be available for scheduling during all hours the practice is open to support hospital operations

Benefits:

• We offer a comprehensive benefits package that includes medical, dental, and vision coverage. In addition, employees are eligible to participate in our 401(k) retirement plan. Other benefits include paid time off, paid holidays and access to employee assistance program.