Client Coordinator, Central Victoria Veterinary Hospital

Client Coordinator

Department: Radiation Oncology

Compensation: $18.50 to $25.00 per hour depending on experience

Employment Type: Full Time

Location: Victoria, British Columbia

Central Victoria Veterinary Hospital is welcoming a full time Radiation Oncology Coordinator to join our Radiation Oncology team.

This role serves as an important link between clients, the Radiation Oncology team, referring veterinarians, and other departments within Central Victoria Veterinary Hospital. The successful candidate will help ensure seamless coordination, clear communication, and compassionate support throughout every stage of the patient care journey.

The ideal candidate is highly organized, empathetic, professional, and detail-oriented, with a genuine passion for client service and a desire to support clients and their pets through what can often be an emotional and challenging time. A compassionate approach, strong communication skills, and the ability to create a welcoming and supportive experience for every client are essential to success in this role.

Key Responsibilities:

• Manage new referrals, ensuring all pertinent information, medical records and other information has been received prior to consultations
• Schedule appointments and liaise with other departments
• Ensure clients are prepared with "what to expect" during their pet's care with us and respond to questions as needed
• Manage client correspondence, referring veterinarians & internal office messages; follow up as needed to ensure all communications are completed
• Admitting and discharging patients as well as ensuring all required documentation is complete and entered into patient records
• Invoicing and billing; creating treatment plans, obtaining pet owner confirmation and processing payments
• Assisting the Veterinary staff with various tasks

Qualifications:

• Customer Service Experience: Previous experience working directly with customers or clients in a professional, customer-facing role.
• Administrative Experience: Experience handling administrative duties, including coordinating and scheduling customer check-in and check-out appointments.
• Technology and Booking Systems: Ability to learn new technology and computer systems quickly. Training will be provided, although previous experience using appointment scheduling or booking software would be an asset
  

Key Attributes:

• Exceptional Client Service: Strong interpersonal and communication skills, with a genuine passion for providing outstanding client experiences.
• Compassionate and Nurturing Approach: Demonstrates empathy, patience, and compassion when interacting with clients and their pets.
• Self-Motivated and Proactive: Takes initiative, works independently, and recognizes tasks that need to be completed throughout the day.
• Adaptability: Comfortable adjusting to changing priorities and situations in a fast-paced veterinary environment.
• Strong Organizational Skills: Efficiently manages and completes assigned responsibilities with minimal supervision.
• Willingness to Learn: Eager to expand knowledge of veterinary services, medical office procedures, and evolving industry practices.
• Veterinary Experience: Previous experience working in a veterinary hospital or animal care environment is considered a strong asset.
  
  

What We Can Offer You

• Competitive compensation that reflects your skills, experience, and the role.
• RRSP Employer Group Match Program (5%) to help you save for the future.
• Paid time off for continuing education, vacation, sick days, and personal wellness days.
• Annual CE Allowance.
• Benefits: Minimum 24 hours per week for eligibility, with flexible options.
• Paid annual certification memberships and uniform allowance.
• Mental health support tools and resources: Virtual health care (telemedicine), Employee Assistance Program (EAP), and digital wellness tools supporting mindfulness, sleep, and physical fitness. 
• Various career development pathways.
• Generous personal pet care discounts and lifestyle perks, including exclusive shopping discounts and access to a wellness app

Our Story

VCA Canada is a network of veterinary hospitals, with our head office in Calgary, Alberta, committed to positively impacting pets, people, and local communities for nearly 45 years. We have compassion for the neighborhoods we serve and every pet within them, not just those we see in our hospitals. Every VCA Canada hospital location takes pride in its legacy of excellence, earning the trust of pet owners by delivering the highest quality of medicine to keep pets happy and healthy.

In 2017, VCA Canada became part of the Mars Veterinary Health family of brands, solidifying an even stronger commitment to ensuring the strength and stability of the veterinary profession and our commitment to pet parents nationwide. VCA Canada is also passionate about providing an industry-leading Associate experience to over 4,000 Canadians employed across the country. In 2026, for the third year in a row, we were named one of Alberta's Top Employers, which recognizes organizations whose head offices are located within the province and lead their industries in offering exceptional places to work. Additionally, we were selected as one of Canada's Top Employers for Young People 2026, which recognizes employers across Canada that lead their industries in offering exceptional places to work and programs for young people starting their careers. Most recently, we received 2026 Great Place to Work® Certification™ Canada.

If you are a current associate, you need to apply through our internal career site. Please log into Workday and click on the Jobs Hub app or search for Browse Jobs.