Operations and Administrative Coordinator for Animals & Rooster Run Foundation

Operations & Administrative Coordinator for Animals In Motion (AIM) & Rooster Run Foundation (RRF)

Penngrove, CA

Help Us Create Order, Efficiency, and Impact

Animals In Motion (AIM) and Rooster Run Foundation (RRF) are seeking a highly organized, proactive Operations & Administrative Coordinator to support our growing veterinary rehabilitation practice, specialty sports medicine services, canine rehabilitation program, and animal sanctuary operations.

This is not a traditional administrative position.

We are looking for someone who enjoys creating systems, organizing moving parts, solving problems before they become emergencies, and helping a mission-driven organization run smoothly. The ideal candidate thrives on bringing clarity to busy environments and takes pride in helping teams stay focused, organized, and effective.

This role supports:

Equine Sports Medicine & Rehabilitation
Canine Rehabilitation
Animal Sanctuary & Rescue Operations
Community Events and Outreach
What Success Looks Like

You help reduce operational friction throughout the organization by:

Keeping communication organized and flowing
Ensuring important tasks don't fall through the cracks
Helping leadership stay focused on high-value work
Creating consistency and follow-through across departments
Supporting a calmer, more efficient work environment
If you enjoy being the person who helps everything work better behind the scenes, we would love to meet you.

ResponsibilitiesAdministrative Coordination

Manage calendars, scheduling, and appointment coordination
Route communication, emails, and inquiries appropriately
Maintain organized digital and physical records
Assist with onboarding paperwork and administrative processes
Coordinate meetings and track action items
Support document preparation, proofreading, and filing
Operational Support

Track ongoing projects and organizational priorities
Follow up on assigned tasks and deadlines across departments
Assist in creating and maintaining SOPs and operational systems
Coordinate supplies, inventory, and vendor communication
Help identify workflow bottlenecks and recommend improvements
Support implementation of new processes and initiatives
Client & Community Support

Provide exceptional customer service to veterinary clients and supporters
Assist with client communication and follow-up
Support volunteer, donor, and community communications as needed
Help maintain a welcoming and professional experience for visitors
Financial & Administrative Support

Medical records entry and bookkeeping support
Assist with invoicing, collections, and record management
Work with QuickBooks and other software platforms
Maintain accurate administrative records
QualificationsRequired

Strong organizational and time management skills
Excellent written and verbal communication
Ability to manage multiple priorities simultaneously
High attention to detail and follow-through
Strong computer skills and comfort learning new software
Experience with Microsoft Office and Google Workspace
Professional, positive, and solution-oriented attitude
Preferred

Experience in veterinary, healthcare, nonprofit, hospitality, or small business environments
QuickBooks experience
Project coordination or operations experience
Experience working in fast-paced, mission-driven organizations
Who Will Thrive In This Role?

You may be a great fit if:

People describe you as organized and dependable
You enjoy creating systems and improving processes
You naturally notice what needs attention before others do
You like helping teams stay on track
You can manage multiple moving parts without becoming overwhelmed
You take ownership and follow through without being micromanaged
Compensation

Compensation based on experience and qualifications.

To Apply

Please submit:

Resume
Brief cover letter
A short description of a time you brought organization, structure, or efficiency to a busy or chaotic environment
Pay: From $25.00 per hour

Application Question(s):

Equine experience is strongly desired please take a minute to describe your equine experience.
Ability to Commute:

Penngrove, CA 94951 (Required)
Work Location: In person