Intake Administrator
Position:
We save over 2500 cats each year from at-risk situations. Our work starts with a dynamic, multi-faceted volunteer intake team. The Intake Administrator is a key member of the Intake Team, responsible for managing the administrative, data, and communication elements that keep TCR’s rescue operations running smoothly. This volunteer supports the coordination of incoming cats from shelter partners and fosters by ensuring all information, documentation, and communication are accurate, up to date, and organized. This behind-the-scenes role is vital to helping cats move efficiently and safely into our care. Daily data entry into a spreadsheet of each cat’s information will be required.
This position is remote between mornings & evenings, weekdays & weekends with a daily 1-3 hour commitment 7 days a week. We are hoping to split this role between 2-3 volunteers. Some coordination may involve in-person events or rescue days
Candidates will be expected to check their emails frequently throughout the day and create/update the records in a timely manner. The volume of work or time it will take to complete it is minimal, but the work is extremely time sensitive with many moving parts.
Key Responsibilities:
Process new cat intakes on smartsheet (similar to Excel) and google sheets on a daily basis
Daily data entry of cat pictures and relevant intake information, including health and behavioural, on spreadsheet database
Procure and upload medical records for each cat as required
Data entry of new foster parents contact information into spreadsheet database
Liaise with the Intake Lead, foster coordinators, transport coordinators, and veterinary liaisons to ensure timely cat transfers.
Maintain intake tracking spreadsheets (Smartsheet & Google Sheets) and monitor incoming emails.
Other administrative duties as required
Participate in occasional virtual team meetings.
Qualifications & Experience:
Must be 18 years or older
Candidates must be extremely detail oriented & accurate with strong attention to detail
Ability to maintain discretion when dealing with confidential information
Daily computer access. This role cannot be performed from a smartphone
Able to take direction professionally and follow-through on assigned tasks in a timely and efficient manner
Excellent verbal and written skills, including clear and effective communication with others (staff, public, volunteers) that is professional, respectful, positive and compassionate
Proficiency in Google Workspace (Docs, Sheets, Gmail) and basic familiarity with Smartsheet, PetPoint, or similar tools.\
Comfortable working independently
Background in animal welfare, administration, or logistics is an asset.
You’re a Good Fit If You:
Thrive in a structured, detail-oriented role.
Enjoy behind-the-scenes work that makes a tangible impact.
Are compassionate and calm under pressure.
Can commit to checking messages and updating data consistently.
Want to support animal rescue in a meaningful, administrative way.