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Front Office Manager – Gilroy Equine, Large Animal Veterinary Hospital

The Position Overview

We’re looking for someone to lead the front office and keep things running smoothly day to day. This role is about organization, communication, and follow-through—making sure clients are taken care of, the schedule stays on track, and the team has what they need.

You’ll be the main point of coordination between clients, veterinarians, and staff. It’s a hands-on role that requires good judgment, attention to detail, and the ability to stay steady when plans shift.

The position is a great opportunity to be part of a dynamic team that is providing exceptional medical care in a state-of-the-art facility. This position is fulltime (M-F) and offers exceptional employee benefits. Outlined below.

Gilroy Equine is part of a large and small animal veterinary practice LBEMG where the love and health of animals is our mission. Loomis Basin Equine Medical Group offers large animal veterinary services across California. Our unique culture is a “family” foundation despite being 180 employees strong and growing.

Key Position Functions

· Manage the daily schedule for appointments, farm calls, and emergencies.

· Provide outstanding customer support to our clients through the triaging of basic customer needs and inquiries

· Serve as the main front desk contact—answering phones, greeting clients, and handling requests.

· The front office administrative functions will involve client scheduling, answering phones, and data entry of invoices and client information.

· Communicate with clients on patient status updates, timelines and provide basic client educational support.

· Coordinate with veterinarians and technicians to keep the day organized

· Handle payments and manage client accounts

· Provide close out daily and reports as requested. Liaise with the main clinic on reporting clinic financials.

· Maintain accurate and up-to-date records.

· Manage inventory and order medications and supplies Assist with coordination of lab work and pharmacy requirements.

What kind of person does well here

· Self-directed and dependable.

· Comfortable working independently and making decisions.

· Highly organized and consistent.

· Works well with the team and contributes to a positive, professional environment.

· Ability to prioritize urgencies while maintaining focus and flexibility.

· Resourceful and a multitasker with a strong work ethic.

· Productive and focused in fast paced, sometimes stressful work environments.

· Good foundational math abilities.

Work environment

· Office-based with regular interaction with clinical staff and clients.

· Independent role with day-to-day responsibility for front office operations.

· Structured days with occasional adjustments for urgent cases or in patient.

Why this role matters

This role sets the tone for the entire front office. With one person in this position, consistency, organization, and follow-through are critical to keeping the hospital running smoothly and supporting both clients and staff.

What Gilroy Equine / LBEMG has to Offer:

We offer a competitive salary and benefits package, including health insurance (Employer sponsored), retirement plan (401K with up to a 3% match),CE reimbursement, exceptional employee discounts on veterinary services at GE. We are a privately owned veterinary practice with equine care facilities across California, offering large animal veterinary care with a happy and empowered work culture driven by our love and passion for animals, small and large.

We’re all about teamwork, big hearts, and going the extra mile for our wonderful clients. If you love collaborating with others, bringing positive energy to your day, and having a little fun while doing meaningful work—you’ll fit right in! We value work–life balance, which is why we offer scheduled unpaid days off (in addition to PTO) when planned ahead. Outside the office, you’ll find us getting involved in community events and hosting fun, informative client education nights a few times a year. We work hard, laugh often, and support each other every step of the way!

Helpful experience

· Prior leadership or supervisory experience in a veterinary or medical work setting 2 year+.

· Front desk, scheduling, or administrative work.

· Veterinary or agricultural background, Equine preferred.

· Experience with billing or accounts.

· Software applications vet practice software, Google Platform.