Role
Location
Description
Lead Equine Regulatory Coordinator
Job Title: ETA Lead
Reports To: Operations and Facilities Director, Functionally Laboratory Manager
Department: ETA (Export, Import, Sales, and Insurance Office)
FLSA Status: Non-Exempt
Position Overview: The ETA Lead provides support to the practice, veterinarians, and clients in export, import, sales preparation, and insurance needs, along with other similar types of paperwork. The ETA Lead also supervises the department.
Essential Functions:
- Manage and process a high volume of complex regulatory and medical documentation, including clean culture certificates, mortality documentation, reproductive certifications, health statements, vaccination verifications, and other official records, ensuring accuracy, compliance, and timely submission.
- Lead and coordinate the full export process, serving as the primary point of contact for clients, veterinarians, laboratories, and regulatory agencies. Oversee all export-related requirements including laboratory/sample testing, vaccination protocols, timelines, and government documentation to ensure seamless international transport.
- Prepare and review documentation for export bloodwork, ensuring all testing requirements meet destination-country regulations; distribute materials to veterinarians and track completion to maintain compliance with strict deadlines.
- Complete and process insurance documentation accurately and efficiently, supporting clients and veterinarians with required medical records and certifications.
- Prepare and submit interstate and international health certificates multiple times weekly, ensuring compliance with state, federal, and international regulatory standards.
- Coordinate and assist with the intake, processing, and tracking of incoming laboratory samples and results, verifying accuracy and communicating findings promptly to veterinarians.
- Distribute and reconcile laboratory reports from partner laboratories, ensuring appropriate follow-up, record documentation, and communication to relevant stakeholders.
- Oversee medical and regulatory requirements for both import and export cases, interpreting evolving regulations and ensuring all documentation, testing, and certifications are completed accurately and within required timeframes.
- Serve as a liaison for specialty pre-sale, pre-export, and complex international cases, facilitating detailed and often high-stakes communications between veterinarians and clients to ensure clarity, compliance, and exceptional service delivery.
- Deliver exceptional customer service to clients, veterinarians, and internal team members, managing sensitive communications via phone, email, and fax with professionalism, urgency, and attention to detail.
- Coordinate and prioritize departmental workflow within the ETA department, assigning tasks, monitoring deadlines, and ensuring operational efficiency in a fast-paced, deadline-driven environment.
- Maintain meticulous records and documentation, safeguarding compliance with regulatory agencies while protecting the integrity of medical and legal records.
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
- Associate’s or Bachelor’s degree in animal science, veterinary technology, laboratory science, or other related science/laboratory degree
- Prior experience in a veterinary clinic, thoroughbred farm, or other position in the equine industry
- Strong familiarity with equine terminology and equine industry. Prior knowledge of health certificate and export/import procedures is preferred but not required.
- Excellent knowledge of Microsoft Office (Outlook, Word and Excel) is required
- Excellent organizational, time management, and communication skills. Able to work professionally with multiple levels of an organization.
- Ability to interpret and apply evolving state, federal, and international regulations related to animal transport and health certification.
- Advanced organizational and project coordination skills, with the ability to manage multiple cases simultaneously and prioritize competing deadlines.
- Prior experience with equine blood sampling and testing is preferred but not required
- Prior experience with equine foaling, broodmares, or other reproduction activities is preferred but not required
- Flexible
The list of essential functions, as outlined in this job description, is intended to be representative of the tasks performed within this classification. The omission of any job function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.
At PetVet Care Centers, we’re committed to a Culture of Care — for pets, for the people who love them, and for the team members who make it all possible. With more than 420 hospitals across the U.S. and a team of over 11,000 dedicated professionals, including 1700+ veterinarians, we offer a unique blend of local leadership and national support that helps our hospitals thrive.
Our model is built on partnership, collaboration, and local medical autonomy, empowering each hospital to deliver high-quality care while benefiting from shared resources and a strong professional community. Whether you’re providing care in a hospital or supporting operations behind the scenes, PetVet is a place where you can grow your career, stay connected to your purpose, and make a meaningful impact.
You care for pets. We care for you.
PetVet is an equal opportunity employer. All employment decisions are made without regard to race, color, age, gender, gender identity or expression, sexual orientation, marital status, pregnancy, religion, citizenship, national origin/ancestry, physical/mental disabilities, military status or any other basis prohibited by law. EOE, M/F/D/V
PetVet respects your privacy and is committed to protecting your personal information. Please see our privacy notice for additional information about our data practices.