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