Virtual Client Services Representative

Galaxy Vets

4d•Remote

About The Position

Virtual Client Services Representative (Remote) At Galaxy Vets , we’re building something different. We believe veterinary professionals deserve better systems, better support, and better workplaces. Our Virtual Client Services (VCS) team plays a huge role in making that happen. We’re looking for experienced veterinary CSRs who thrive in fast-paced environments, communicate with empathy and confidence, and know how to keep calm when things get busy. This is more than answering phones. This role helps protect clinic workflow, support urgent patient care, and create exceptional client experiences during stressful moments. If you’re adaptable, accountable, emotionally intelligent, and genuinely enjoy helping both people and pets, we’d love to meet you. What You’ll Do As a Virtual Client Services Representative, you’ll support our hospitals remotely by managing client communication, appointment flow, and administrative coordination across multiple clinics and teams. This role requires strong multitasking skills, sound judgement, emotional awareness, and the ability to adapt quickly in a high-demand environment.

Requirements

3+ years of veterinary CSR, veterinary hospital, urgent care, ER, or related client service experience preferred
Experience in a fast-paced veterinary environment is strongly preferred
Remote work experience is considered an asset
Strong verbal and written communication skills
Excellent organizational skills and attention to detail
Ability to multitask effectively while maintaining professionalism and accuracy
Comfortable navigating emotional conversations with empathy and confidence
Strong computer proficiency and ability to learn cloud-based systems quickly
Experience with veterinary software considered an asset (Digitail preferred)
Ability to work independently with minimal supervision
Availability to work evenings, weekends, and holidays as required
Dedicated, distraction-free workspace
Reliable high-speed internet connection (minimum 25 Mbps)
Ability to maintain confidentiality and protect sensitive client information

Nice To Haves

Experience with veterinary software (Digitail preferred)

Responsibilities

Manage high-volume inbound calls, emails, and client communication professionally and efficiently
Support urgent care workflow by recognizing priority cases and escalating appropriately
Help maintain efficient appointment flow while balancing client needs and clinic capacity
Communicate clearly and compassionately with emotional or stressed pet owners
Build trust with clients through confident communication, education, and problem-solving
Accurately update patient and client records in a cloud-based veterinary system
Coordinate medical records and communication between hospitals and referring clinics
Support conversion opportunities by helping prospective clients feel informed, supported, and confident booking with us
Collaborate closely with clinic staff to reduce administrative strain and protect clinic workflow
Work independently while remaining highly communicative and team-oriented in a remote environment
Participate actively in team meetings, coaching, and continuous improvement initiatives
Adapt quickly to operational changes, evolving processes, and shifting priorities during live shifts
Take accountability for performance, feedback implementation, and personal growth