Compliance Coordinator

Compliance Coordinator

Reports to: Chief Operating Officer (COO)

Location: Multi-Site (Newark, Tinton Falls, Lacey, Vineland)

Employment Type: Full-Time / Exempt

Position Summary

The Compliance Coordinator oversees the intake and documentation of all animals entering Associated Humane Societies' four shelter locations. This position ensures all intakes, transfers, and outcomes are accurately recorded in ShelterLuv, and that every procedure complies with AHS policy, NJ state law, and municipal contract requirements.

The Coordinator serves as the key link between animal control officers, shelter staff, and management to ensure consistency, accountability, and accuracy across all sites.

This is a newly created, start-up position, designed to build the foundation for a more unified and compliant intake process across all AHS locations. Because this is the first time AHS has dedicated a staff member to this role, we recognize it will involve on-the-job learning, process development, and close collaboration with leadership to shape the long-term vision for intake and compliance. As the organization grows, this position is expected to expand into a department, eventually leading a team responsible for compliance and intake coordination system-wide.

Due to the nature of this role, the Compliance Coordinator will participate in management training programs and attend one professional conference per year to stay informed on national best practices and evolving animal welfare standards. All travel between facilities will be reimbursed as part of the

position.

Key Responsibilities

1. Intake Oversight & Coordination

2. Ensure that all animals entering AHS facilities are properly processed, documented, and tracked in ShelterLuv.

3. Confirm all animals are receiving proper identification, vaccinations, and microchips at the time of intake.
4. Review and verify legal paperwork (owner surrenders, stray intakes, bite quarantines, cruelty seizures, etc.) for completeness and compliance.between locations as needed.
5. Monitor daily and weekly intake numbers to help manage capacity and coordinate transfers

6. Serve as the central point of contact for intake-related issues and inter-shelter coordination.

7. Compliance & Record Accuracy

8. Conduct regular audits of ShelterLuv records to ensure completeness, accuracy, and data integrity.

9. Maintain strict adherence to state and municipal regulations governing sheltering, animal control, and reporting.
10. Support shelter managers in preparing for inspections by state or local agencies.
11. Identify and report compliance gaps, recommending corrective action when necessary.

12. Ensure all animals are assigned correct sources, outcomes, and contract codes for accurate tracking and reporting.

13. Data Management & Reporting

14. Generate and distribute weekly and monthly reports from ShelterLuv for executive review, identifying trends or discrepancies.

15. Reconcile ShelterLuv data against internal reports and contract records to ensure alignment.
16. Track and report intake trends, lengths of stay, disposition outcomes, and key compliance metrics.

17. Partner with the Finance and Operations teams to ensure accurate documentation supports municipal billing and reporting requirements.

18. Training & Standardization

19. Assist in developing and maintaining Standard Operating Procedures (SOPs) for animal intake, recordkeeping, and ShelterLuv data entry.

20. Provide coaching and corrective guidance when errors or inconsistencies in data entry are identified.

21. Collaborate with shelter management to maintain uniform procedures and standards of care during intake.

22. Cross-Location Coordination

23. Serve as the intake and compliance liaison among AHS's four shelter locations.

24. Regularly visit sites to conduct spot audits, review paperwork, and support staff on procedural consistency.
25. Coordinate inter-facility transfers and data updates to prevent duplication or gaps in ShelterLuv records.

Job Type: Full-time

Pay: $40, $50,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Newark, NJ 07114