Best Friends Animal Society
  • 555- NKLA Adoption Center
  • Los Angeles, CA, USA
  • Hourly
  • Full Time

Join Best Friends and turn your career into a labor of love. The benefits package is one of the best! Medical, Dental, Vision, Basic and Supplemental Life Insurance, Short and Long Term Disability, Child Care reimbursement, Pet Sitting reimbursement, Flexible Spending Account, Health Savings Account, PTO, Paid Holidays, Employee Assistance Program, 401K, & Staff Discounts.


Position: Operations Coordinator NKLA Pet Adoption Center 

Location: NKLA Pet Adoption Center (West Los Angeles, CA) 

Position Summary: Provides operational and administrative support for all departments at the NKLA Pet Adoption Center. This includes maintaining positive and professional Coalition Partner relationships, helping to facilitate pet adoptions and serving as an Admissions Department point of contact for animal intake exams, animal data entry, and transport communications for incoming and outgoing Best Friends and NKLA Coalition Partner animals. This role will help facilitate superior client service in adoption counseling, processing of information in shelter database software, assisting in animal care duties, overseeing administrative processes (retail store, operational supply orders, conducting physical inventories, maintaining NKLA Pet Adoption Center files, preparing statistical and financial reports, overseeing building maintenance needs and property management communications) and other functions as assigned by the NKLA Pet Adoption Center Manager.

Essential Duties/Responsibilities: 

  • Assist Pet Admission Coordinator in department duties such as: monitoring daily intake scheduling system and handling Coalition Partner intake appointments, record keeping and group communications for the transfer of animals from/to the Best Friends Lifesaving Center in Mission Hills and from/to the NKLA Pet Adoption Center, performing all data entry of animals' history into the shelter software for both cats and dogs as outlined in Admissions Protocol for both Best Friends animals and NKLA Coalition Partner animals, including historic and current medical history, factual behavior notes, vaccines, medical procedures, spay or neuter exams and verifications, and other animal information provided.
  • In the absence of the Pet Admission Coordinator, ensure: the intake@nkla.org emails and intake appointments are responded to in a timely manner, the "transport plan" email is prepped and designate staff to send at close of business day, staff are notified of intake appointments and special requests to ensure staff coverage is available and accommodations can be made, and Coalition Partners are notified of outstanding available kennel spaces and need to fill their kennels in required time period.
  • Consistently provide superior client service to people who visit or call Best Friends Animal Society's NKLA Pet Adoption Center, as well as professionally resolve problems or address any client dissatisfaction.
  • Assist in the answering of client, coalition partner, and volunteer inquiries including, but not limited to: answering the phone and basic questions from the public, appropriately directing calls to other team members when relevant, checking voice mail messages and overseeing call backs, and/or ensuring information is delivered to appropriate staff, and responding to general email inquiries.
  • Adhere to and be acquainted with all Best Friends Animal Society and NKLA Pet Adoption Center written policies, procedures, protocols, forms and training materials for adoptions, animal admissions, animal care, and client service.
  • Utilize shelter management software to effectively and efficiently track animals coming to and going from the adoption center, updating animal online files as required, tracking adoptions for coalition members, and communicating with partners when an animal is adopted.  
  • Manage retail store operations at the NKLA Pet Adoption Center, including ordering, inventorying, managing shipments and payments, store upkeep, and auditing merchandise as needed for annual counts and/or discounting purposes
  • Oversee all general supplies ordering bi-monthly for the NKLA Pet Adoption Center, including order placement, invoice coding, and delivery distribution
  • Produce weekly and/or monthly reports, license detail reports, and conduct physical animal inventories on scheduled basis for the NKLA Pet Adoption Center
  • Monitor, organize, and ensure accurate spreadsheet functions and timely reporting and/or processing of NKLA Coalition group kennel payments and adoption payments
  • Maintain online Amazon wish list for NKLA Pet Adoption Center
  • Assist with maintaining written policies, procedures, protocols, forms, and training materials
  • Maintain supply inventory for the NKLA Pet Adoption Center by checking stock to determine inventory levels, anticipating requirements, storage, and fulfillment 
  • Assist with in-kind and financial donation inventory and distribution 
  • Distribute packages and mail to appropriate departments 
  • As needed, provide front desk coverage to greet and assist public with needs
  • Conduct research, collect and analyze data to prepare reports and documents, as requested by the NKLA Pet Adoption Center Manager
  • Prepare financial documents as needed, including monthly department credit card reconciliations
  • Update building maintenance needs spreadsheet weekly and communicate with Property Management handyman and other maintenance vendors for facility repairs and needs  
  • Other duties as assigned by NKLA Pet Adoption Center Manager 

 Additional Duties: 

  • Assist the Pet Caregiving team when needed, in duties such as:  performing and ensuring daily feeding, cleaning, medicating, and enrichment of the pet population are done in accordance to time frames and protocols.
  • Facilitate the complete adoption process according to Best Friends Animal Society's standards and philosophy to include: adoption surveys, counseling checklists, clerking checklists, adoption agreements, dog meeting dog introductions, screening clients for best-matched adoptions, explaining medical records, written correspondence, email correspondence, and phone call management.
  • Assist with in-house adoption promotions and events as needed, including ensuring the NKLA Pet Adoption Center has relevant display materials and or decorations to fit said event.
  • In collaboration with the Adoption Specialists and Pet Admission Coordinator, ensure animal records are current with information which will help place them into suitable adoptive homes, including entering past and current medical examinations, volunteer and staff observations regarding behavior, and adoption return notes, as well as assist adopters who may need to return an animal with behavior and training resources, if applicable, and ensure returned animals are properly entered back into the shelter software system and shared kennel map. 

 Qualifications/Experience:  

  • Bilingual in English and Spanish preferred.
  • Extensive and/or relevant experience working with cats and dogs strongly preferred. Must be able to work with all cats and dogs, including those with health concerns/conditions as well as behavior conditions.
  • Extensive and/or relevant customer service experience strongly preferred. 
  • Must have the ability to make decisions on behalf of the organization and the organization's coalition members as to the approval of animals into adoptive homes. 
  • Must have the ability to make decisions on behalf of the organization to maintain intake standards for animal admissions approval into the NKLA Pet Adoption Center.
  • Strong interpersonal skills to handle sensitive and confidential situations.  The ideal person for this job would be a team player, positive, personable, upbeat, and energetic, takes initiative, and uses tact and diplomacy.
  • Resourceful, roll up the sleeves attitude. The successful candidate must have the initiative to resolve problems and seek answers independently and enthusiastically demonstrate flexibility to persist until goals are achieved.  
  • Knowledgeable of general pet care and characteristics of cats and dogs.
  • Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands. 
  • Computer literate in: Microsoft Office products, specifically intermediate-advanced Excel skills, online database programs, such as retail and inventory software, Microsoft O365 online shared office tools, Internet, shelter software
  • Knowledge of administrative and clerical procedures and systems such as word processing, creating spreadsheets and Microsoft Office files, managing files and records, database programs, designing forms, and other office procedures and terminology
  • Basic understanding of and interest in statistics 
  • Ability to problem solve and work with minimal supervision  
  • Ability to set goals, and work independently to plan and carry out projects
  • This job requires all the following key competencies:
  • Organizational and planning skills
  • Excellent verbal and written communication skills.
  • Information gathering and monitoring skills
  • Problem analysis and problem solving skills
  • Judgment and decision-making
  • Initiative
  • Confidentiality
  • Team member
  • Attention to detail and accuracy
  • Adaptability
  • Proven ability to promote a positive work environment
  • Work with customers, staff, and general public in a professional & positive manner
  • Ability to handle sensitive and confidential situations
  • Ability to professionally advocate Best Friends Animal Society position on issues

 Physical and Job Requirements: 

  • Must be able to perform full range of movement, including routine: lifting and carrying, reaching, climbing ladders, stooping, squatting, cleaning, and bending.
  • Valid driver's license with access to transportation to travel on organization business.
  • Ability to effectively interact with and handle cats and dogs, ranging in temperament and size, up to 100 lbs.
  • Work at a computer for extended periods of time with repetitive typing, arm and hand motion. 
  • Spend an extended period of time outdoors in all weather, including extreme heat and cold. 
  • Must able to lift 50 pounds or more. 
  • Daily hours and days of the week may vary according to the needs of the department schedule including weekends, evenings, and holiday work. 

Best Friends Animal Society is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to their race, color, religion, ancestry, national origin, sex, sexual orientation, age, disability, marital status, domestic partner status, or medical condition. 

 

 

 

 

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