PetfolkFlex Coordinator

The Role

The PetfolkFlex Coordinator supports the day-to-day operations of Petfolk's relief staffing program. This role assists in maintaining accurate shift data, supporting Flex DVM communications, and ensuring scheduling platforms and tracking tools are up to date. The Coordinator works closely with the Associate Director, PetfolkFlex to ensure smooth shift fulfillment, DVM onboarding support, and timely administrative follow-through across PetfolkFlex workflows.

What You'll Do

• Support day-to-day shift fulfillment operations across Flex and Agency platforms, ensuring confirmed shifts are accurately reflected in scheduling systems.
• Assist with Flex onboarding tasks, including verifying licensure documentation, completing system setup steps, and ensuring DVMs are cleared to work prior to their scheduled shifts.
• Maintain and update Google Forms and other tools used to track relief DVM reviews, team feedback, cancellation requests, and shift change communications.
• Update and maintain Flex data sheets on a regular basis, including shift posting data, fill rates, and invoicing data, as directed by the Associate Director.
• Execute weekly outreach to Flex DVMs and assist with monitoring email performance to support engagement and communication quality.
• Monitor shared inboxes and respond to inquiries in a timely and professional manner, escalating complex issues to the Associate Director as needed.
• Follow and help maintain SOPs for PetfolkFlex processes and workflows; flag gaps or needed updates to the Associate Director.
• Support Flex setup tasks for new PCC launches, including Slack channel creation, ROO account activation, Hirepad configuration steps, and data sheet updates, as directed.
• Track and log shift rate changes, time counter approvals, and scheduling updates in relevant systems, ensuring records are accurate and current.
• Perform general administrative tasks to support the PetfolkFlex team, including calendar coordination, document organization, and data entry.

Who You Are

• Detail-oriented and organized, with the ability to manage multiple tasks and deadlines simultaneously.
• Comfortable working within established systems and processes, with a willingness to learn workforce management and scheduling platforms (e.g., Rippling, Airtable, ROO).
• Clear and professional communicator, able to correspond effectively with external DVM contractors and internal team members.
• Reliable and proactive in following up on outstanding items and flagging issues before they escalate.
• Comfortable with data entry and basic data tracking in Google Sheets or similar tools.
• Adaptable and positive in a fast-paced, high-growth environment.
• Team-oriented with a customer service mindset toward both Flex DVMs and internal partners.

Why You'll Love Petfolk

• Bachelor's degree in Business, Operations, Healthcare Administration, or a related field preferred; equivalent work experience considered.
• 1–2 years of experience in an administrative, operations support, or coordinator role; experience in healthcare, staffing, or veterinary settings a plus.
• Experience with scheduling, data tracking, or workforce management tools preferred (e.g., Airtable, Google Sheets, scheduling platforms).
• Strong organizational skills and comfort managing multiple tasks across various tools and systems.

Compensation & Benefits

• Ability to be in the New York office.
• Base Salary: $65,000-75,000