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Role purpose
The Adoptions Manager is responsible for managing Happy Doggo’s domestic and international dog adoption programme from application through to successful placement.
The role oversees adopter assessment, dog matching, adoption administration, travel preparation and the complex logistical arrangements required to move dogs safely to their new homes. The Adoptions Manager will ensure that every adoption is well planned, properly documented and centred on the long-term welfare of the dog.
The role works closely with Happy Doggo’s Medical, Animal Care and Operations teams.
Key responsibilities
Adoption applications and adopter assessment
- Manage all adoption applications received through Happy Doggo’s designated adoption application channel.
- Review applications and assess whether applicants can provide a safe, suitable and permanent home.
- Conduct adopter interviews in Thai or English.
- Carry out home checks, video assessments, reference checks or other suitability checks where required.
- Explain each dog’s background, medical history, temperament, care needs and any known challenges clearly and honestly.
- Maintain timely, professional and compassionate communication with applicants throughout the process.
- Make clear and evidence-based recommendations on whether an adoption should proceed.
Dog matching and adoption planning
- Match dogs with suitable adopters based on the dog’s health, temperament, needs, history and likely home environment.
- Work with the Medical and Animal Care teams to understand which dogs are ready for adoption and what support they may require.
- Coordinate introductions, adopter meetings and trial arrangements where appropriate.
- Ensure adopters understand the responsibilities and long-term commitment involved in adopting a dog.
- Identify potential placement risks and ensure these are addressed before the adoption is approved.
Adoption contracts and records
- Prepare, issue and maintain adoption contracts and associated documentation.
- Ensure all adopter, dog and placement records are complete, accurate and up to date.
- Maintain clear records of applications, assessments, decisions, adoption outcomes and supporting evidence.
- Track adoption activity, including application numbers, approval rates, completed adoptions and unsuccessful applications.
- Ensure documentation is suitable for operational, management and audit purposes.
Domestic and international adoption logistics
- Coordinate all administrative and logistical arrangements required for domestic and international adoptions.
- Work with the Medical and Operations teams to ensure each dog meets the necessary veterinary, identification and travel requirements.
- Coordinate veterinary records, vaccination documentation, microchip information, health certificates, permits and other required paperwork.
- Liaise with adopters, transport providers, airlines, flight volunteers, agents and relevant third parties where required.
- Plan travel dates, routes, crate arrangements, airport transfers, handovers and arrival arrangements.
- Ensure adopters receive clear instructions regarding collection, travel, arrival and settling the dog into its new home.
- Monitor deadlines and resolve logistical or documentation issues that could delay an adoption or place the dog’s travel at risk.
Training and travel preparation
- Develop an individual preparation plan for dogs awaiting adoption or travel.
- Work with the Animal Care team to ensure dogs receive appropriate socialisation, handling and preparation for life in a home.
- Coordinate crate training, lead walking, exposure to new environments, vehicle travel and other practical preparation.
- Ensure dogs are appropriately prepared for airports, flights, road transport and handovers.
- Identify dogs requiring additional preparation and coordinate this with the relevant teams.
- Provide adopters with accurate information about the dog’s progress, routines, behaviour and ongoing needs.
Post-adoption support
- Conduct scheduled follow-up checks after adoption.
- Provide practical support and guidance regarding settling in, feeding, routines, health, socialisation and responsible dog ownership.
- Coordinate input from the Medical or Animal Care teams where specialist advice is required.
- Maintain records of follow-up contact, emerging concerns and adoption outcomes.
Team coordination and programme management
- Work closely with the Medical, Animal Care and Operations teams to coordinate adoption readiness, preparation and travel.
- Provide accurate information to support dog adoption profiles and promotional content.
- Ensure adoption information is available in Thai and English where required.
- Develop and improve adoption procedures, assessment tools, contracts, checklists and guidance.
- Train and support staff or volunteers involved in adoption administration, adopter communication, dog preparation or transport.
- Provide regular reports on adoption activity, outcomes, risks, delays and operational challenges.
- Support adoption events, adopter meetings and community engagement activities.
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