Front Desk Associate

Job Description

Job Description

Front Desk Associate (Full-Time) Tuesday - Saturday 9am to 6pm

Position Summary

The Front Desk Associate serves as the  first point of contact for the Appalachian Highlands Humane Society (AHHS) and plays an essential role in creating a welcoming, organized, and compassionate environment for visitors, volunteers, donors, and community members. This position supports daily front-office operations, provides customer service and clerical assistance, and offers as-needed support with animal care tasks to help ensure smooth daily shelter operations.

Key Responsibilities

Front Desk & Customer Service

• Greet visitors, volunteers, donors, and community members in a friendly, professional, and compassionate manner
• Answer incoming phone calls and emails; route inquiries to appropriate staff
• Assist with check-ins for appointments, meetings, and events
• Provide general information about AHHS hours, services, and procedures as directed
• Maintain a clean, organized, and welcoming front office and lobby area

Clerical & Administrative Support

• Assist the Office Manager with filing, scanning, copying, and record organization
• Support routine data entry and updates in the shelter management system as directed
• Prepare and assemble basic forms and informational packets as assigned
• Assist with office supply inventory 
• Perform general clerical tasks to support daily operations

Shelter Management System Support

• Enter and update basic records in the shelter management system as assigned
• Ensure paperwork is properly scanned and linked to appropriate records
• Flag missing or incomplete documentation for the Office Manager

Shelter Operations Support

• Assist animal care staff with basic animal care tasks as needed
• Provide basic enrichment, including toys, treats, calm interaction, and dog walks, as directed
• Assist with routine cleaning, sanitation, and organization of animal housing, office, lobby, and other shelter areas in accordance with shelter protocols and as directed
• Safely handle animals for short transfers (e.g., kennel to meet-and-greet area) following training and established protocols

Communication & Team Support

• Relay messages accurately between staff, volunteers, and the public
• Assist with off-site adoption events, community outreach activities, and fundraising events as assigned
• Support special projects and events as assigned by the Office Manager or Director

Qualifications

Required

• High school diploma or equivalent
• Strong customer service and communication skills
• Basic computer skills (email, data entry, office software)
• Ability to multitask and remain organized in a busy environment
• Comfortable working around dogs and cats
• Compassionate, calm demeanor in public-facing and animal-care settings

Preferred

• Previous receptionist or customer service experience
• Experience in animal welfare, nonprofit, veterinary, or public-facing roles
• Familiarity with shelter management systems or ability to learn quickly

Physical & Work Environment Requirements

• Ability to sit or stand for extended periods
• Ability to lift up to 25 lbs
• Regular exposure to animals, noise, odors, and typical shelter conditions

Team Culture

AHHS values a collaborative, respectful, and mission-driven environment rooted in compassion and accountability. All staff are expected to support one another and contribute to a positive workplace that advances the welfare of animals and the community we serve.