About the Role
Toronto Cat Rescue saves over 2,500 cats each year from at-risk situations. Our work starts with a dynamic, multi-faceted volunteer Intake Team. The Intake Data Administrator is a key member of this 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 of each cat’s information into a spreadsheet will be required.
Candidates will be expected to check their emails frequently throughout the day and create or update records in a timely manner. The volume of work and the time it takes to complete are minimal, but the work is extremely time-sensitive with many moving parts.
Key Responsibilities
- Process new cat intakes in Smartsheet (similar to Excel) and Google Sheets on a daily basis.
- Enter cat pictures and relevant intake information, including health and behavioural details, into the spreadsheet database daily.
- Procure and upload medical records for each cat as required.
- Enter new foster parents’ contact information into the spreadsheet database.
- Liaise with the Intake Manager, foster coordinators, transport coordinators and veterinary liaisons to ensure timely cat transfers.
- Maintain intake tracking spreadsheets (Smartsheet and Google Sheets) and monitor incoming emails.
- Complete other administrative duties as required.
- Participate in occasional virtual team meetings.
Qualifications & Expectations
- Must be 18 years or older.
- Extremely detail-oriented and accurate.
- 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 staff, the public and 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.
Time Commitment & Location
Location: Remote. Some coordination may involve in-person events or rescue days.
Schedule: Coverage needed during mornings and evenings, weekdays and weekends, 7 days a week. Responsibilities are shared between 2–3 volunteers.
Time commitment: Approximately 1–3 hours per day.
Help us keep every rescue on track from behind the scenes. Join our volunteer Intake Team!
