Front Office Coordinator

Position Summary

The Front Office Coordinator serves as a welcoming and professional first point of contact for visitors, volunteers, adopters, donors, and community members interacting with Helping Hounds Dog Rescue. This position provides front-office support, assists with adoption and animal records, and supports staff and volunteers with day-to-day administrative needs.

The ideal candidate is friendly, organized, adaptable, and comfortable working in a busy rescue environment where priorities can change throughout the day.

Essential Responsibilities

• Welcome visitors to Helping Hounds and provide a friendly, professional, and helpful experience.
• Answer incoming phone calls, respond to routine questions, take accurate messages, and direct callers to the appropriate staff member when needed.
• Assist visitors with general questions, donations, adoption-related needs, and locating the appropriate staff member or volunteer for assistance.
• Maintain a clean, organized, professional, and welcoming reception area.
• Welcome arriving volunteers, communicate current needs or important information, answer routine questions, and direct volunteers to the appropriate staff member when necessary.
• Assist prospective adopters with completion of adoption paperwork and related documentation.
• Enter appropriate information and notes into ASM and assist in maintaining accurate and timely animal records.
• Provide general administrative support to Directors and staff, including special projects and assignments as requested.
• Receive and appropriately document donations and other materials delivered to the rescue.
• Perform other related duties as needed to support the day-to-day operations of Helping Hounds.

Knowledge, Skills & Abilities

• Strong customer service and interpersonal skills with a warm, welcoming, and professional demeanor.
• Ability to communicate effectively with visitors, volunteers, adopters, donors, staff, and community members.
• Ability to remain organized and responsive in a fast-paced environment with frequent interruptions and changing priorities.
• Strong attention to detail and ability to maintain accurate records.
• Ability to manage multiple responsibilities and prioritize effectively.
• Basic computer proficiency and the ability to learn web-based systems and databases.
• Working knowledge of Microsoft Word, Outlook, and Excel.
• Ability to establish and maintain positive, professional working relationships with staff, volunteers, and members of the public.
• Ability to maintain professionalism, discretion, and composure during sensitive or emotional situations.
• Must be comfortable working in an environment with dogs of varying sizes, breeds, temperaments, and activity levels.

Education & Experience

• High school diploma or GED required.
• Previous customer service, reception, administrative, animal welfare, or similar experience preferred.

Physical Requirements

This position may require periods of standing and walking throughout the facility. The employee must be able to bend, reach, grasp, and perform other routine physical activities associated with working in an animal rescue environment.

The position may occasionally require lifting or carrying items weighing up to 50 pounds.

Work Environment & Schedule

Helping Hounds Dog Rescue is an active animal-care environment. The position is subject to frequent interruptions, changing priorities, noise, and interactions with dogs and members of the public.

The employee must be able to maintain professional composure during emotional or challenging situations and may occasionally be asked to work outside normally scheduled hours based on organizational needs.

Regular Schedule:

Tuesday & Friday: 12:00 p.m.–6:30 p.m.

Wednesday& Thursdays 1:00pm-6:30pm.
Saturday: 11:00 a.m.–4:30 p.m.

Salary: $16-$17 per hour

Holiday availability may occasionally be required.

Equal Employment Opportunity Statement

Helping Hounds Dog Rescue is an equal opportunity employer and prohibits discrimination on the basis of race, color, religion, creed, age, sex, gender identity or expression, sexual orientation, national origin, citizenship or immigration status, marital or familial status, military or veteran status, disability, genetic information, or any other protected characteristic under applicable federal, New York State, or local laws.

Additional Information

• Employment may be contingent upon successful completion of a background check in accordance with applicable laws.
• HHDR complies with all applicable labor, wage transparency, and employment laws.
• Reasonable accommodations are available upon request throughout the hiring process.

To Apply:

• Send your resume to adoption@hhdrny.com.