Intake & Services Coordinator

Austin Pets Alive•Kyle, TX

7d•Onsite

About The Position

The Intake and Services Coordinator plays a key role in advancing the goals of APA!, with a focus on both animal intake logistics and community pet support services at the PAWS Kyle location. This position contributes directly to APA!’s mission to increase the live release rate across Texas by supporting a sustainable, inclusive, and high-impact model for shelter operations. This role serves as a primary point of contact for members of the public seeking help with their pets, while also coordinating animals entering the shelter and maintaining strong relationships with community and animal welfare partners. The Intake and Services Coordinator is responsible for managing their daily responsibilities, maintaining clear priorities, and delivering consistent, high-quality work that aligns with APA!’s values and goals. This includes staying organized, using data or feedback to inform decisions, and following through on key tasks and responsibilities with minimal oversight. This is a hands-on, mission-driven role focused on results, reliability, and teamwork. APA! is a volunteer-centric organization. Every staff member is expected to work alongside and support volunteers. The Intake and Services Coordinator collaborates closely with volunteers to complete day-to-day tasks, helps create a positive and inclusive environment, and actively contributes to a culture of shared effort and mutual respect. This position involves shift flexibility, weekend hours, and high responsiveness. Every individual at APA! is responsible for working in collaboration with volunteers; making sure volunteers are recruited, trained and feel impactful through their efforts at APA!. A core part of this role is creating a welcoming and empowering experience for volunteers, including assisting with onboarding, training, and volunteer engagement as part of the day-to-day workflow.

Requirements

Must demonstrate dependability, accountability, time management, use of reasoning, and good judgment skills
Attend and participate in all required training sessions and meetings
Maintain open and consistent communication with Program Manager or designee, supervisor, and other colleagues
Partner with Volunteer Managers to learn about the volunteer programs and support volunteers interested in your department on an ongoing basis
Able to react to change productively and perform other related duties as assigned
Able to work evenings, weekends, and holidays as needed
Able to work in a high-volume, fast-paced, high-stress environment
Comfortable working autonomously when given goals and deadlines
Committed to embodying APA!’s Core Values: Innovation, Respect, Drive, Resourcefulness, and Inclusion and cultural values: Humble, Hungry, Smart
Commitment to APA!'s customer experience expectations
Passion for working well with staff, volunteers, and customers—helping all individuals feel successful, appreciated, and connected to APA!’s mission
Strong commitment to volunteer engagement and support; dedicated to working well with volunteers across all roles
Comfortable working cross-functionally and serving as a liaison between volunteers, customers, and team members
Effective written and verbal communication skills; able to interpret rules, procedures, and instructional materials
Self-starter with strong time management; able to work independently and collaboratively
Excellent interpersonal skills; maintains a calm and professional presence in all situations
Strong attention to detail and high standards for quality
Adaptable to change and able to perform related duties as needed
Dedicated to delivering an exceptional and inclusive customer experience

Responsibilities

Provide compassionate, respectful, and nonjudgmental support to people and agencies seeking assistance for pets
Coordinate the intake of dogs and cats into the shelter, including owner surrenders, transfers, partner shelter animals, and other approved sources per established policies
Ensure accurate and timely data entry in shelter software, including intake records, medical/behavioral notes, and animal profiles
Communicate clearly, promptly, and professionally with people and organizations requesting or coordinating intake
Identify intake challenges or bottlenecks and develop practical solutions that improve processes and maximize lifesaving
Track open requests, pending intakes, referrals, and other time-sensitive follow-up
Track intake volume, sources, outcomes, and other relevant data to inform operational decisions
Monitor upcoming intakes and anticipate operational needs before animals arrive
Build and maintain positive working relationships with animal shelters, rescue organizations, veterinary providers, community organizations, and other partners
Identify opportunities to strengthen partnerships and expand the resources available to people and pets in the community
Coordinate support programs and services that support pet retention and help prevent unnecessary shelter intake per established APA! Community Programs guidelines
Develop and maintain knowledge of local resources, including veterinary, food, behavioral, housing, financial, and other pet-support services to keep locally specific Hays County pet resource guide up to date
Actively contribute to a volunteer-powered culture by partnering with volunteers during every shift and helping create an inclusive, welcoming environment
Work alongside volunteers to complete daily tasks, ensuring the work is shared and collaborative—not siloed
Support the recruitment and onboarding process by welcoming new volunteers and helping them get oriented to the program
Help retain volunteers by offering encouragement, guidance, and feedback during shared work
Recommend strong volunteers for deeper involvement or specialized roles to your supervisor or volunteer manager
Contribute to a positive culture by recognizing volunteer contributions through appreciation, gratitude, and shoutouts
Help set volunteers up for success by clearly explaining tasks, providing hands-on guidance, and offering in-the-moment support