Adoptions Coordinator

Job Position: Adoptions Coordinator

Location: 67 Neptune Crescent, Dartmouth, Nova Scotia

Reports to: Executive Director

Position Overview

Every successful adoption changes two lives – the animal’s and the adopter’s. As the Adoptions Coordinator, you’ll play a key role in helping homeless cats and dogs find safe, loving homes while providing compassionate guidance to adopters throughout their journey. Working closely with the shelter team, you’ll ensure each adoption is a positive experience for both people and animals. The ideal candidate is compassionate, organized, and knowledgeable about animal care and behavior.

Bide Awhile is a registered charitable animal shelter dedicated to rescuing, caring for, and rehoming cats and dogs throughout Nova Scotia. Our team is committed to providing exceptional animal care while creating meaningful connections between people and pets.

Key Responsibilities

Adoption Facilitation

Preparing animals for adoption, including:

• Coordinating with the Animal Care Coordinator regarding animal availability, veterinary notes, and behavioural needs prior to adoption.
• Ensuring all animal records and care is up to date prior to adoption.
• Coordinating with the Marketing Coordinator to list animals for adoption online.

Conduct adoption appointments, including:

• Introducing visitors to available cats and dogs.
• Providing detailed information about each animal.
• Assisting adopters in selecting the right fit for their home.
• Guiding adopters through the application process.

Communicate with applicants to:

• Verify references and property manager approvals.
• Arrange adoption pick-up times for approved applicants.

Prepare all adoption paperwork, such as:

• Microchip registration forms.
• Pet insurance trial information.
• Royal Canin adoption packages.
• Ensure adopters have all necessary resources and instructions for bringing their new pet home.

Provide as-needed post-adoption support, such as:

• Questions about introduction to a new home/other animals.
• Questions regarding behaviour or medical challenges.
• Scheduling necessary re-checks or follow-up from the shelter veterinarian.

Administrative Duties

Enter adoption data into PetPoint and Keela, including:

• Creating contacts and profiles.
• Recording interactions and transactions for each adoption, including any follow-up care or post-adoption updates.

Arrange any post-adoption veterinary appointments, such as dental procedures or booster shots.

Research and review adoption processes and tools to ensure the shelter remains up to date with best practices for adoption.

Animal Care Support

When adoption appointments are not taking place, this role will support the Animal Care team with daily shelter operations. Responsibilities may include laundry, cleaning, inventory management, enrichment, animal socialization, and other tasks as required.

Qualifications

• Previous experience in customer service or in public facing roles is preferred.
• Experience in animal welfare, veterinary medicine, rescue, or a related field is considered an asset.
• Strong communication and interpersonal skills, with the ability to empathize and guide adopters through decisions regarding adoptions and their animals.
• Detail-oriented and highly organized, with proficiency in Microsoft Office, data entry and record-keeping.
• Familiarity with PetPoint, Keela, or similar animal management software is an asset.
• Ability to handle animals safely and compassionately, including cats and dogs of various temperaments.
• Ability to manage multiple priorities in a fast-paced environment while maintaining attention to detail and providing excellent customer service.
• Flexibility to work weekends, evenings, and holidays as needed.
• Applicants must be legally entitled to work in Canada.

Work Environment

• Primarily based at the shelter, with occasional off-site events.
• Requires physical activity, including handling animals, lifting up to 50 pounds, and standing for extended periods.

Compensation and Benefits

• Competitive salary.
• Paid time off, health benefits, and opportunities for professional development.

Equity, Diversity and Inclusion Statement

Bide Awhile is committed to creating a workplace that reflects the diversity of the communities we serve. We welcome applications from Black, Indigenous, and People of Colour (BIPOC), members of the 2SLGBTQIA+ community, persons with disabilities, and other equity-deserving groups. We recognize that the animal welfare sector has historically lacked diversity, and we are actively working to build a more inclusive organization where everyone can see themselves represented.

How to Apply

If you’re passionate about helping animals and creating lasting connections between pets and their new families, we’d love to hear from you.

To apply, please submit your resume to ***email_hidden*** by June 29. We thank all applicants for their interest; however, only those selected for an interview will be contacted.