Overview
Veterinary Receptionist / Client Care Coordinator Jobs in Fairfax, VA at Wolf Trap Animal Rescue
Wolf Trap Animal Rescue & Veterinary Hospital
Fairfax, VA
Wolf Trap Animal Rescue & Veterinary Hospital is seeking an experienced Veterinary Receptionist to join our growing team.
This is not an entry-level receptionist position. We are looking for a highly organized, compassionate, and detail-oriented professional who understands veterinary medicine, thrives in a fast-paced environment, and can confidently manage client communications, scheduling, medical records, and patient flow.
Our organization combines a nonprofit animal rescue, a full-service veterinary hospital, and a high-volume spay/neuter center under one roof. Every year, thousands of animals receive life-saving care through our programs, and our reception team plays a critical role in making that possible.
About Us
Wolf Trap Animal Rescue is a 501(c)(3) nonprofit organization dedicated to saving homeless animals through rescue, foster, adoption, and veterinary care programs.
Our veterinary team provides:
- Rescue medicine for hundreds of foster animals
- General wellness and post-adoption care
- High-volume spay/neuter services
- Community outreach and affordable veterinary care
- Hands-on training opportunities for veterinarians interested in shelter and HQHV medicine
This position works directly with veterinarians, veterinary nurses, foster coordinators, adopters, and clients to ensure an exceptional experience from the first phone call through discharge.
ResponsibilitiesClient Communication
- Answer and triage incoming phone calls
- Respond to client inquiries professionally and efficiently
- Schedule appointments, surgeries, and procedures
- Communicate treatment plans, discharge instructions, and follow-up recommendations
- Manage prescription refill requests and medical record requests
Front Desk Operations
- Check patients in and out
- Process payments and invoices
- Maintain accurate patient records
- Coordinate appointment flow with medical staff
- Ensure smooth daily hospital operations
Administrative Support
- Maintain electronic medical records
- Assist with adoption and foster-related medical coordination
- Support veterinarians and veterinary staff with administrative tasks
- Help maintain compliance and documentation standards
Team Support
- Collaborate with veterinarians, veterinary nurses, assistants, and rescue personnel
- Assist with hospital organization and cleanliness
- Contribute to a positive, professional workplace culture
Required Qualifications
- Minimum 2 years of veterinary receptionist experience
- Experience working in a veterinary hospital setting
- Strong understanding of veterinary terminology
- Experience scheduling appointments and surgical procedures
- Excellent verbal and written communication skills
- Strong organizational and multitasking abilities
- Comfortable working in a fast-paced environment
- Reliable attendance and punctuality
- Proficiency with computers and electronic medical records
Preferred Qualifications
- Experience in a high-volume spay/neuter clinic
- Experience with eVetPractice (Covetrus Pulse), Shepherd, or similar veterinary software
- Experience working with animal rescue or shelter organizations
- Knowledge of vaccine protocols, preventive care, and common veterinary terminology
Compensation & Benefits
- $20–$27/hour, based on experience
- Health insurance
- Dental insurance
- Vision insurance
- 401(k) with company match
- Paid time off
- Employee pet care discounts
- Continuing education and professional development opportunities
What We’re Looking For
The ideal candidate is someone who can confidently handle a busy phone line, communicate effectively with clients during emotional situations, stay organized under pressure, and work collaboratively with a team dedicated to animal welfare.
We are looking for someone who wants to build a career in veterinary medicine—not simply work at a front desk.
If you are passionate about helping animals, supporting clients, and contributing to a mission-driven veterinary team, we would love to hear from you.
Please submit your resume and a brief cover letter describing your veterinary experience and why you would be a strong fit for our organization.
Job Type: Full-time
Schedule:
Monday–Friday
Day Shift
Work Location: In Person – Fairfax, VA
Job Type: Full-time
Pay: $22.00 – $27.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Professional development assistance
- Vision insurance
Application Question(s):
- Have you worked in a high volume Veterinary Practice?
Experience:
- Veterinary: 2 years (Required)
Shift availability:
- Day Shift (Required)
Ability to Commute:
- Fairfax, VA 22031 (Required)
Ability to Relocate:
- Fairfax, VA 22031: Relocate before starting work (Required)
Work Location: In person
Title: Veterinary Receptionist / Client Care Coordinator
Company: Wolf Trap Animal Rescue
Location: Fairfax, VA
