Operations and Administrative Coordinator for Animals in Motion & 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