Succeeding as a New Rescue Coordinator: Your Essential Survival Guide

Starting as a rescue coordinator often feels like stepping into a whirlwind. You inherit hundreds of unread emails, dozens of urgent voicemails, and zero formal onboarding. The role demands juggling logistics, managing relationships, and handling emotional situations all at once.

This guide offers practical steps to help you find your footing, build trust, and avoid burnout while navigating the complex world of animal rescue coordination.

Learn Your Organization’s Systems, Partners, and Politics Quickly

The first days will feel overwhelming. Your priority is understanding how your organization operates and who the key players are.

Map out the systems

Identify the software, databases, and communication tools your team uses. Spend time learning how to access and update records, track animals, and manage schedules. For example, if your shelter uses a specific animal management system, ask for tutorials or manuals early on.

Know your partners

Rescue work depends on collaboration. Make a spreadsheet of all partner organizations, foster networks, veterinary clinics, transport volunteers, and regular supporters. Note their specialties—which rescues take small dogs versus large breeds, which vets offer discounted spay/neuter, which fosters can handle medical cases.

Reach out within your first two weeks to introduce yourself. A simple email works:

Hi [Contact Name],

I'm [Your Name], the new rescue coordinator at [Shelter Name]. I'm reaching out to all our rescue partners to introduce myself and learn how we can work together effectively.

I'd love to understand:

• What types of animals you typically pull (breeds, ages, medical needs)

• Your current capacity and any limitations

• Your placement process and typical timeline

• How you prefer to communicate (email, text, calls)

• Any issues or concerns from past placements

I'm also happy to share information about our current animals, upcoming transfers, and any changes on our end.

Would you have 15 minutes for a call this week or next? If you prefer, we can also handle this via email.

Thanks for the work you do. I look forward to partnering with you.

Best, [Your Name] [Your Title] [Your Phone] [Your Email]

This approach shows you're organized, respectful of their time, and genuinely interested in collaboration. These early connections will save you when you're scrambling to place an urgent case.

Reach out to introduce yourself and learn their expectations. Building these connections early will smooth future coordination.

Understand internal politics

Every organization has its dynamics, and rescue groups are no exception. Observe how decisions are made and who influences them. Maybe the kennel manager has worked there for fifteen years and knows every animal's quirks. Perhaps a board member has strong opinions about which rescues get priority. Maybe two staff members don't speak to each other.

Every organization has its dynamics, and rescue groups are no exception. Observe how decisions are made and who influences them. Maybe the kennel manager has worked there for fifteen years and knows every animal's quirks. Perhaps a board member has strong opinions about which rescues get priority. Maybe two staff members don't speak to each other.

Ask questions

It's better to ask than to guess and create chaos.

Here are essential questions to ask in your first two weeks:

About Systems & Processes:

• Who approves medical procedures over $X amount?

• What's our budget for emergency boarding or off-site vet care?

• How do I update animal records, and who else needs access?

• What's the approval process for rescue transfers?

• How do we track which animals are available for rescue vs. adoption?

About Partnerships:

• Which rescue groups are our most reliable partners?

• Are there any rescues we don't work with anymore? Why?

• How do we handle conflicts when multiple rescues want the same animal?

• What's our policy on out-of-state transfers?

• Do we charge pull fees? If so, how much and for what?

About Priorities & Policies:

• Which animals are off-limits for rescue transfers (holds, legal cases, adoptable animals)?

• What's our euthanasia protocol, and how does rescue fit into that timeline?

• How do we prioritize animals for rescue placement?

• Are there specific breeds, ages, or medical conditions we focus on?

• What happens if a rescue backs out at the last minute?

About Communication:

• Who needs to be CC'd on rescue communications?

• How often should I update leadership on rescue numbers?

• What information can I share publicly vs. keep internal?

• Who handles complaints from rescues or fosters?

About Past Challenges:

• What's been the biggest frustration with rescue coordination here?

• What mistakes have previous coordinators made that I should avoid?

• Are there any ongoing conflicts or sensitive situations I should know about?

Write down the answers. You'll need them.

A rescue coordinator’s workspace showing documents and digital tools

Build Early Trust with Staff, Rescues, and Leadership

Trust is the foundation of your role. You will interact with shelter staff, rescue groups, volunteers, and leadership daily. Establishing credibility and rapport early will make your job smoother and more effective.

Listen actively

When meeting team members or partners, focus on understanding their concerns and ideas. Repeat back what you hear to confirm understanding. This shows respect and openness.

Communicate clearly and honestly

Set realistic expectations about what you can do and when. If a rescue asks you to pull five dogs by Friday and you can only manage two, say so. If you don't know the answer to a question, admit it and commit to finding out. Overpromising destroys credibility fast in this field.

Be consistent

Follow through on commitments and respond to messages within 24 hours, even if it's just "I got your email and will have an answer by Thursday." Reliability builds confidence. If you say you'll send medical records by Monday, send them by Monday.

Show empathy

Rescue work is emotional. Staff and volunteers are dealing with sick animals, failed adoptions, and euthanasia decisions. Acknowledge feelings, especially during difficult cases. If a foster is struggling with a reactive dog, offer support and resources rather than just logistics. But don't let every emotional situation consume you—you have to maintain some professional distance to function.

Recognize efforts publicly

A simple thank-you email or shout-out during meetings matters. Be specific: "Thank you to Sarah for taking that pregnant cat on two hours' notice" hits differently than generic praise. Recognition boosts morale and strengthens relationships.

Set Boundaries and Find Balance Before Burnout Hits

I need to be honest with you: I struggled with this more than anything else when I was a rescue coordinator. My work became my life, and it wasn't good for my mental health. I answered calls at midnight, checked emails during dinner, and felt guilty every time I said no to a placement request. I thought that's what the job required—that caring about animals meant sacrificing everything else.

It doesn't. And that mindset nearly destroyed me.

Rescue coordination will consume every hour you let it. Without clear boundaries, burnout isn't a risk—it's a guarantee. Learn from my mistakes.

Define your working hours

Decide when you're available for calls, emails, and meetings, then communicate those hours to everyone. You might check emails at 9 AM and 4 PM instead of refreshing constantly. You might not answer calls after 7 PM unless it's a true emergency (and be clear about what qualifies as an emergency).

People will push back. Hold firm anyway.

Prioritize ruthlessly

Use a system to rank urgent versus important tasks. A dog with kennel cough needing rescue placement today is urgent. Updating your filing system is important but not urgent. Not every request needs immediate action. Not every request needs your action—delegate when you can.

Take actual breaks

Schedule short breaks during your day to step away from your desk. Five minutes outside or away from your computer helps clear your mind. Take your lunch break. Use your vacation days. You're not abandoning animals by taking care of yourself—you're ensuring you'll still be functional next month.

Find Your People

Identify a mentor or peer group for advice and encouragement. Other rescue coordinators understand the specific challenges you're facing. Facebook groups, local shelter networks, or professional organizations can connect you with people who get it. Sharing challenges reduces the isolation that feeds burnout.

Practice actual self-care

Engage in activities outside work that bring you joy. Exercise, hobbies, time with loved ones, anything that reminds you there's life beyond the job. This isn't indulgent—it's necessary maintenance.

Watch for warning signs

Fatigue, irritability, decreased focus, cynicism, and dreading work all signal burnout risk. Address these early by adjusting your workload, taking time off, or seeking help. Ignoring them doesn't make them go away.

Setting boundaries is not selfish; it’s essential for long-term success in a demanding role.

Your First Month Action Plan

Here's what to prioritize in your first 30 days:

Week One:

• Get access to all systems and learn the basics

• Create a master contact list of partners, staff, and key volunteers

• Identify the most urgent issues: overdue medical care, animals at risk, critical supply shortages

Week Two:

• Schedule one-on-one meetings with key staff and top rescue partners

• Shadow other staff members to see workflows in action

• Start documenting processes as you learn them

Week Three:

• Set up a communication plan: how often will you update your team? How will partners reach you? What's your response time commitment?

• Begin using a task management system (even just a spreadsheet) to track priorities

• Automate what you can—calendar reminders, email templates for common requests

Week Four:

• Review your first month and adjust what isn't working

• Ask for feedback from staff and partners

• Celebrate something that went well, even if it's small

Stay flexible throughout. Rescue work is unpredictable, and you'll need to adapt constantly.

Common Mistakes to Avoid

Saying yes to everything. You can't save every animal or please every rescue group. Learn to say, "I can't make that work right now, but here's what I can do."

Changing everything immediately. That system that seems inefficient might exist for a reason you don't understand yet. Observe before overhauling.

Skipping documentation. Write down processes, decisions, and contact information as you go. Your future self (and your replacement someday) will thank you.

Taking criticism personally. Rescue people are passionate and opinionated. Disagreement isn't always about you—it's often about resources, philosophy, or past frustrations.

Neglecting relationships for tasks. The logistics matter, but relationships make the work possible. Invest time in people, not just spreadsheets

You've Got This

Starting as a rescue coordinator is hard. You'll make mistakes. You'll feel overwhelmed. You'll question whether you're cut out for this.

But if you focus on learning your environment, building trust, and protecting your energy, you'll move from chaos to competence. Lean on your team and partners. Communicate clearly. Take care of yourself. Ask for help when you need it.

The animals and people you serve need you to be effective, not perfect. Take it one day at a time, and remember why you're doing this in the first place.

Now close this tab and go tackle your inbox. You've got work to do.