Operations Support Coordinator

Description

Since 1984, we’ve dedicated ourselves to ensuring every animal has the quality of life they deserve – a life worth living. Now, we go beyond our walls to help create a more humane community for pets and the people who love them.

Asheville Humane Society is a 501(c)(3) non-profit organization. We do, however, hold the County contract for animal sheltering. This means that we are the open-admission shelter for all Buncombe County animals.

Position Summary

The Operations Support Coordinator supports the day-to-day functions of Asheville Humane Society across multiple departments. This role is responsible for administrative duties, including generating reports, tracking data, managing supply orders, and providing basic IT troubleshooting support. This position also oversees facility and vehicle maintenance, assists with managing security systems, and collaborates with external partners, including community veterinarians.

The ideal candidate is organized, tech-savvy, and able to work independently while managing multiple priorities. Strong communication, interpersonal, and problem-solving skills are essential, as this role works closely with staff, volunteers, vendors, and stakeholders. A willingness to learn proper animal handling is required to effectively support operational needs across the organization.

Schedule: The Operations Support Coordinator is a full-time position that primarily works in the Buncombe County Animal Shelter. The typical schedule is a 40-hour work week, Monday through Friday. 

Compensation & Benefits: The hourly compensation for the Operations Support Coordinator starts at $18.00. AHS is pleased to offer a competitive and comprehensive benefits package to full-time employees that includes: medical, dental, and vision insurance, a Simple IRA plan with up to 3% company match, 18 days of PTO in the first year, paid holidays, pet prescription discounts, and more! Benefits are available after 60 days of employment.

Key Responsibilities:

• Act as a buyer for all departments, placing supply orders as needed while ensuring cost-effective purchasing. Code and submit a high volume of invoices biweekly.
• Manage uniform orders and distribution for staff, including elective summer/winter apparel.
• Maintain and distribute key inventory for both the shelter and adoption center buildings.
• Manage alarm system access by inputting and tracking security codes for the shelter and adoption center.
• Prepare and distribute a weekly internal bulletin or newsletter.
• Oversee scheduling, registration, taxes, maintenance, repairs, and recalls for the organization's fleet vehicles.
• Coordinate and track preventative maintenance and repairs for the adoption center facility, including HVAC, fire systems, thermostats, laundry equipment, plumbing, flooring, gutters, dog yards, and aesthetic upkeep.
• Provide basic IT support for the adoption center and relevant shelter systems, escalating complex issues to the IT administrator/vendor.
• Order and monitor inventory of cleaning supplies.
• Collaborate with staff to maintain clean and organized storage areas.
• Support the Director of Operations in annual planning and goal-setting, including budget coordination for the Operations Department.
• Submit monthly reports and statistics to management and partners; generate additional reports upon request.
• Reconcile invoices and track spending related to spay/neuter surgeries reimbursed by Buncombe County, including services from the ASPCA, AHS Mobile Medical Unit, and community veterinarians.
• Schedule specialized surgeries with community veterinarians and maintain strong, communicative relationships with existing partners while recruiting new ones as needed.
• Manage the Hill’s Science Diet Food, Shelter & Love Program, including ordering standard and prescription pet food, scheduling deliveries, submitting invoices, and communicating with the program representative.
• Coordinate scheduling of dog training classes.
• Provide assistance to other departments as needed.

Requirements

• High school diploma or GED equivalent.
• Must possess a valid and unrestricted driver’s license.
• Proficient in Microsoft Office with basic IT troubleshooting skills; quick to learn and adapt to new software.
• Previous administrative experience preferred. 
• Willingness to learn and apply proper animal handling skills.
• Strong interpersonal, organizational, written, and communication skills.
• Ability to work independently, balance multiple projects, and meet deadlines.
• Ability to work with volunteers, co-workers, vendors, and stakeholders in a professional manner.