How to hire a client care specialist

How to hire a client care specialist, step by step

Here's a step-by-step client care specialist hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a client care specialist job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new client care specialist
• Step 8: Go through the hiring process checklist

What does a client care specialist do?

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1. Identify your hiring needs

   Before you start hiring a client care specialist, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A client care specialist's background is also an important factor in determining whether they'll be a good fit for the position. For example, client care specialists from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   This list presents client care specialist salaries for various positions.

   Type of Client Care Specialist	Description	Hourly rate
   Client Care Specialist	Customer service representatives interact with customers to handle complaints, process orders, and provide information about an organization’s products and services.	$8-22
   Client Liaison	Client Liaisons support client service representatives in matters related to clients. They plan and make a schedule for the monthly meetings with their clients... Show more	$11-32

2. Create an ideal candidate profile

   Common skills:

   • Client Care
   • PET
   • Patients
   • Scheduling Appointments
   • Customer Service
   • Excellent Interpersonal
   • Phone Calls
   • Data Entry
   • Exceptional Client
   • HR
   • CPR
   • Front Desk
   • HIPAA
   • Customer Satisfaction

   Check all skills

   Responsibilities:

   • Use EMR software to manage patient records and files; reinforce and uphold patient confidentiality as required by HIPAA and clinic.
   • Credential new physicians, clinics and triage centers with Medicare/Medicaid and major insurance plans for territory.
   • Assign to cable company supporting cable products, schedule installation appointments and troubleshoot issues with customers in a call center environment
   • Conduct teleconferences, schedule customer reservations and maintain teleconferencing database.

   More client care specialist duties

3. Make a budget

   Including a salary range in your client care specialist job description is one of the best ways to attract top talent. A client care specialist can vary based on:

   • Location. For example, client care specialists' average salary in mississippi is 51% less than in alaska.
   • Seniority. Entry-level client care specialists 61% less than senior-level client care specialists.
   • Certifications. A client care specialist with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in a client care specialist's salary.

   Average client care specialist salary

   $14.26hourly

   $29,660 yearly

   ---

   Entry-level client care specialist salary

   $18,000 yearly salary

   Updated January 23, 2026

   Average client care specialist salary by state

   Rank	State	Avg. salary	Hourly rate
   1	California	$35,082	$17
   2	Massachusetts	$34,833	$17
   3	New York	$34,496	$17
   4	Illinois	$29,001	$14
   5	Texas	$27,842	$13
   6	Colorado	$26,308	$13
   7	Ohio	$25,487	$12
   8	Nebraska	$25,270	$12
   9	North Carolina	$24,242	$12
   10	Florida	$22,497	$11

   Average client care specialist salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Bank of America	$55,889	$26.87	379
   2	City National Bank	$53,906	$25.92	75
   3	Mount Sinai Health System	$50,721	$24.39	50
   4	Equitable Holdings	$49,286	$23.70
   5	Organogenesis	$42,914	$20.63	1
   6	CareOregon	$41,124	$19.77	2
   7	Toshiba America Business Solutions	$37,878	$18.21	1
   8	Tampa Bay Water	$34,521	$16.60
   9	Univ Of Colorado-Colorado Spgs	$34,506	$16.59
   10	Dean Health Plan	$34,296	$16.49
   11	ApplicantPro	$33,766	$16.23
   12	Fifth Third Bank	$33,674	$16.19	15
   13	Verizon Services Corp.	$33,305	$16.01	10
   14	Milan Laser	$33,098	$15.91
   15	Ethos Veterinary Health	$33,028	$15.88	25
   16	Backstop Solutions Group	$33,010	$15.87
   17	VetCor	$32,500	$15.63	13
   18	Benzel-Busch	$31,995	$15.38
   19	Orange Tree	$31,875	$15.32
   20	Grandbridge Real Estate Capital	$31,867	$15.32	60

4. Writing a client care specialist job description

   A client care specialist job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of a client care specialist job description:

   Client care specialist job description example

   The Oncology Service (TOS) is looking to hire a full-time Client Care Specialist (aka Veterinary Receptionist) for its Leesburg, VA location.
   
   About the Job: The Client Care Specialist is much more than a client service representative, they are a key member of the hospital team who supports and assists the veterinarians and veterinary technicians, ensuring the safety of pets, clients and other associates, and the continuity of quality veterinary care. Our coordinators provide the first impression of the hospital to clients and patients. This role also supports the team in executing company goals, strategies and culture.
   As a Client Care Specialist, you will be responsible for:
   Greeting clients and provide exceptional customer service Answer client calls on a multiple phone lines in a timely and compassionate manner Utilize effective listening skills, with the ability to collect useful information from owners and transmit detailed information from doctors Schedule appointments in a logical and effective manner Communicate routinely with veterinarians and technicians, keeping them informed of client requests, appointment information, and any other pertinent information Educate and advise clients regarding services and practices Assisting clients with general information, appointments and invoicing Admit and discharge pets from appointments and services and schedule follow-ups as needed Accurately update and maintain client/pet medical records
   Skills and Abilities:
   2 years of reception experience in the veterinary field (preferred) Ability to multi-task and prioritize work Fundamental knowledge of windows-based computer programs. Ability to recognize and seek guidance in all client-related cases where protocol does not apply Need to have the ability to remain professional and inviting even under stressful and emotional situations.
   Benefits and Perks:
   Medical, Dental, and Vision insurance options, all starting first of the month following date of hire 401K with company match Flexible Spending Account or Health Savings Account options included Long Term Disability options Short Term Disability, paid for by employer Complimentary Life Insurance $15,000; with options to purchase additional voluntary benefits for self or family Personal Pet Discounts PTO and Paid Holidays Company Sponsored Employee Assistance Program (EAP)
   Our Organization: At The Oncology Service, we believe that the diagnosis of cancer in a pet is not the end but rather, the beginning of an opportunity to identify solutions that can improve that pet's quality of life while maximizing the time they have with their families. Whether the diagnosis carries a potentially curative prognosis or a much more guarded one, we are here to help. As a team of more than 10 veterinarians exclusively dedicated to the practice of oncology, we can provide an unparalleled wealth of knowledge, experience, and collaboration.
   
   We are a proud United Veterinary Care Partner hospital. United Veterinary Care supports the unique culture and individuality of each partner hospital while empowering the hospital teams in their care for patients. One of our goals is to support our community of hospitals in creating sustainable, fulfilling careers in a profession we love.
   
   #IH

   Copy this example

   

5. Post your job

   To find client care specialists for your business, try out a few different recruiting strategies:

   • Consider internal talent. One of the most important talent pools for any company is its current employees.
   • Ask for referrals. Reach out to friends, family members, and your current work to ask if they know any client care specialists they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level client care specialists with the right educational background.
   • Social media platforms. LinkedIn, Facebook, and Twitter have more than 3.5 billion users, and they're a great place for company branding and reaching potential job candidates.

   Post your job online:

   • Post your client care specialist job on Zippia to find and recruit client care specialist candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Recruiting client care specialists requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new client care specialist

   Once you've decided on a perfect client care specialist candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   Once that's done, you can draft an onboarding schedule for the new client care specialist. Human Resources should complete Employee Action Forms and ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc. They should also ensure that new employee files are created for internal recordkeeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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