Key Responsibilities

1. Front Office & Client Engagement

• Welcome and assist walk-in visitors, clients, volunteers and partners in a professional and friendly manner
• Respond to telephone and digital inquiries promptly, providing accurate information on programmes (e.g. therapy sessions, trail rides, events)
• Serve as the communication bridge between external stakeholders and internal staff
• Manage appointment confirmations and schedule coordination with schools, organisations and clients

2. Administrative Coordination

• Prepare, type, file and maintain correspondence, records and organisational documents
• Maintain and update databases, registers and filing systems (physical and digital)
• Record incoming and outgoing correspondence and maintain document tracking systems
• Draft thank-you letters, acknowledgements and routine communications
• Maintain annual calendar of events and activities

3. Financial & Basic Bookkeeping Duties

• Record and reconcile daily financial transactions including souvenir shop sales and donations (cash, cheque and in-kind)
• Receive and securely manage all incoming payments
• Support basic bookkeeping and maintain accurate financial records
• Facilitate payments to daily-paid staff in coordination with management
• Maintain accountability and transparency in all financial handling

4. Inventory & Operations Support

• Track and manage inventory of office supplies, tuck shop items and operational equipment
• Monitor stock levels and coordinate reordering of supplies
• Maintain records of equine and general operational supplies
• Support logistical coordination for programmes and daily operations

5. Communications & Scheduling Support

• Coordinate with schools, organisations and volunteers regarding attendance, cancellations and weather-related updates
• Communicate programme changes in a timely and professional manner
• Relay messages accurately between management, staff and external stakeholders

Qualifications & Skills

• Minimum 3–5 years’ experience in administrative or office management roles
• Experience with basic bookkeeping or financial record-keeping
• Strong interpersonal and customer service skills
• Excellent written and verbal communication skills
• High level of organisation and attention to detail
• Proficiency in Microsoft Office (Word, Excel) or equivalent tools
• Ability to multitask and work in a dynamic, people-centred environment
• Demonstrated integrity and ability to handle confidential information

Personal Attributes

• Warm, welcoming and patient personality
• Reliable and trustworthy
• Proactive and solution-oriented
• Comfortable working in a mission-driven, community-focused environment
• Genuine interest in supporting persons with disabilities and social impact initiatives

Working Conditions

Based on-site at the Healing with Horses Foundation office and souvenir shop, with occasional off-site attendance required. Some flexibility may be needed based on programme schedules and weather-dependent activities.

To Apply

Please send your CV and a brief cover letter to info@healing-with-horses.org with the subject line: Application — Administrative & Client Services Coordinator