Adoption Coordinator

POSITION SUMMARY

The Adoptions Coordinator is responsible for leading Forever Loved Pet Sanctuary's adoption program and helping senior dogs find loving forever homes. This position oversees adoption marketing, adoption events, volunteer Adoption Counselors, and the overall adoption process from inquiry through placement.

Working closely with the Animal Capacity Coordinator, Shelter Manager, Executive Director, Social Media Contractor, and a dedicated team of volunteer Adoption Counselors, the Adoptions Coordinator ensures every adoptable dog receives maximum exposure while creating a positive experience for adopters, fosters, volunteers, and community partners.

KEY RESPONSIBILITIES
Adoption Program Management

• Oversee the organization's adoption program from marketing through placement.
• Coordinate the adoption process to ensure timely communication and excellent customer service.
• Assign adoption applications to volunteer Adoption Counselors and monitor progress through completion.
• Support and guide Adoption Counselors throughout the adoption process.
• Review adoption metrics and identify opportunities to increase successful placements.
• Ensure adoption policies and procedures are followed consistently.

Adoption Marketing

• Maintain adoption listings on the Forever Loved website.
• Post and update adoptable dogs on Petfinder, Adopt-a-Pet, RescueGroups, and other adoption platforms.
• Ensure dog biographies, photos, videos, and profiles are accurate, engaging, and current.
• Work with the Social Media Contractor by providing updated photos, videos, biographies, and information on adoptable dogs and dogs in need of foster homes.
• Assist in developing creative marketing strategies to increase adoptions and foster recruitment.

Adoption Events

• Coordinate Forever Loved's participation in PACC911 adoption events.
• Identify and pursue additional community adoption event opportunities.
• Coordinate all event logistics, including registration, dog selection, transportation, supplies, and volunteer coverage.
• Work with the Shelter Manager and volunteer team to coordinate staffing and event schedules.
• Evaluate event participation and recommend improvements to increase adoption success.

Collaboration & Administration

• Work closely with the Animal Capacity Manager to ensure dogs entering foster care are transitioned into the adoption program when appropriate.
• Collaborate with the Shelter Manager regarding medical updates, behavior notes, and adoption readiness.
• Maintain accurate adoption records and databases.
• Track adoption activity and prepare reports as requested.
• Attend staff meetings and collaborate on organizational initiatives.

Volunteer Management

• Recruit, train, support, and communicate with a team of volunteer Adoption Counselors.
• Assist with onboarding and training new Adoption Counselors.
• Ensure volunteers have the tools and information needed to successfully guide adopters through the adoption process.
• Recognize and support volunteer engagement and retention.

Other Duties

• Complete other duties as assigned.

QUALIFICATIONS

Physical Requirements

• Ability to move throughout the Sanctuary and work in small areas, including walking, standing, bending, reaching, lifting and pushing.
• Ability to stand for extended periods.
• Ability to occasionally lift and carry up to 40 pounds; assistance may be required for heavier animals or items.
• Ability to safely handle dogs of varying sizes and mobility levels.
• Ability to use a computer, keyboard, phone and other standard office equipment.
• Ability to communicate effectively with staff, volunteers, adopters and community members.
• Ability to work effectively with fluctuating workloads, frequent interruptions and changing priorities.
• Ability to perform the essential functions of the position, with or without reasonable accommodation.

Required:

• Valid Arizona Driver’s License with personal vehicle insurance.
• 2+ years of experience in animal welfare, rescue operations, shelter management, customer service, or a related field.
• Strong understanding of the pet adoption process and foster-based rescue models.
• Excellent organizational, interpersonal, and communication skills.
• Proven ability to manage multiple priorities while providing exceptional customer service.
• Experience coordinating volunteers and working collaboratively with staff, fosters, and community partners.
• Ability to work independently, exercise sound judgment, and maintain confidentiality.
• Passion for the mission of Forever Loved Pet Sanctuary and improving outcomes for senior dogs.

Preferred:

• Experience coordinating adoption programs in an animal rescue or shelter setting.
• Experience planning or coordinating community adoption events.
• Familiarity with senior dog behavior, care, and age-related medical conditions.
• Comfort communicating with adopters, volunteers, fosters, veterinarians, and the public.
• Proficient in Google Workspace and experience with animal management systems.

WORK SCHEDULE

• Full-time, 40 hours/week.
• Primarily weekdays, with evenings and weekends required for adoption events, community outreach, and occasional organizational events.
• Hybrid work may be available after the training period, with regular onsite presence at the sanctuary and attendance at adoption events as needed.

Pay: $42,000.00 - $46,000.00 per year

Benefits:

• Flexible schedule
• Paid time off

Experience:

• Animal welfare: 2 years (Required)

License/Certification:

• Arizona Driver’s License with personal vehicle insurance. (Required)

Work Location: In person