Office Coordinator

Job Summary

As the Office Coordinator, you are the heart and front face of Town and Country Animal Rescue. Here you will create a welcoming, supportive environment for everyone who walks through our doors. This position ensures smooth daily operation of our facility by managing administrative duties and maintaining highly accurate animal and adoption records. As part of our small, collaborative team, this role also provides vital support to our events, fundraising, and marketing departments.

Key Responsibilities

Front Office & Customer Service

• Serve as the first point of contact for the rescue, warmly welcoming customers, volunteers, and donors, directing them to the appropriate rescue program.
• Manage receptionist duties, including answering phones, responding to general emails, and routing inquiries to the appropriate team members.
• Maintain a clean, organized, and welcoming office and reception area.
• Assist with on-site event set up, picking up supplies, as needed.
• Order and manage office and rescue supplies as needed.
• Provide light administrative support to Administrative Team.
• Provide oversight and training for office volunteers.

Adoptions & Animal Records Management

• Maintain highly accurate and up-to-date animal records in our shelter management software.
• Process adoption applications and facilitate adoption contracts with approved applicants.
• Ensure all medical, intake, and behavioral paperwork is properly filed and attached to the correct animal profiles.

Donation & Database Management

• Assist with accurate data entry for all incoming monetary and in-kind donations.
• Assist with donor database and acknowledgment letters.

Events & Marketing Support: Provide administrative and on-site support during special events.

Qualifications & Skills

Physical Requirements

• Ability to sit at a desk and work on a computer for extended periods.
• Comfortable working in a facility with animals, which includes exposure to animal allergens, noise, and odors.
• Ability to lift up to [e.g., 20-30] lbs (such as bags of pet food or office supplies).

The hours for this position are Wednesday through Saturday, 10:30am - 4:30 pm, *rotating weekends.