HQ Director

Dog Star Rescue is seeking a dedicated and organized volunteer to serve as our Headquarters Director. This role is central to keeping our headquarters running smoothly, ensuring that our facility is safe, clean, organized, and fully functional. The HQ Director will manage day-to-day operations, coordinate with vendors, oversee maintenance, support key HQ coordinators, and proactively identify opportunities to improve our space.

This position reports directly to the Chief Operating Officer (COO) and will work closely with the Executive Director on the planning and completion of Dog Star Rescue’s new headquarters.

Key Responsibilities

1. Personnel Coordination

• Collaborate with key HQ coordinators to manage day-to-day operations. Current coordinators include:
  • Jim Lang and Sue Lang – on-site at least two days per week, managing HQ organization.
  • Rick Emborsky – handles mechanical and maintenance issues.
• Serve as the primary point of contact for volunteers working on HQ projects.
• Provide support, communication, and leadership to ensure all HQ team members can perform effectively.
• Remain open to expanding the team by bringing on additional coordinators or redistributing tasks as needs evolve in the new building.

2. Day-to-Day Operations

• Oversee the general upkeep of HQ, including cleaning, repairs, and supplies.
• Coordinate maintenance requests for HVAC, plumbing, electrical, and other systems.
• Manage office and facility supplies, equipment, and furniture inventories.
• Organize floor cleaning, monthly reorganization of large storage rooms, and upkeep of smaller supply rooms.
• Replenish dog waste bags, empty waste containers, and oversee seasonal tasks such as tent setup and takedown.

3. Vendor & Contractor Management

• Serve as the primary point of contact for service providers such as cleaning crews, repair technicians, pest control, landscaping, snow removal, security, and utilities.
• Schedule and supervise work completed by outside contractors.
• Ensure vendors meet safety, compliance, and quality standards.
• Manage deliveries and donations, including unpacking, recycling, and storage.

4. Space & Workplace Management

• Ensure HQ common areas, workstations, and storage areas remain functional, clean, and organized.
• Plan and coordinate space usage, including volunteer work groups and corporate service days.
• Support health, safety, and accessibility standards throughout the facility.
• Lead special projects such as creating walking paths, fence repairs, or heavy work around HQ.
• Bus/van maintenance

5. Safety & Compliance

• Oversee building security systems, fire safety procedures, and emergency response readiness.
• Maintain records for inspections, safety checks, and regulatory compliance.
• Monitor and coordinate pest control, HVAC service, and other preventive maintenance.
• Support environmental initiatives such as recycling programs and energy efficiency practices.

6. Administrative & Budget Support

• Track facility-related expenses and assist with budget planning
• Process invoices and purchase orders related to HQ operations.
• Maintain documentation, including an “HQ” folder in the volunteer portal to track schedules, records, and project updates.
• Oversee the maintenance calendar for the building, ensuring recurring tasks such as roof cleaning, HVAC servicing, and seasonal upkeep are completed on schedule.
• Bring improvement proposals to the board for review and approval.

Preferred Qualifications

• Strong organizational and leadership skills.
• Ability to manage multiple priorities independently.
• Comfortable coordinating volunteers, contractors, and vendors.
• Hands-on approach to problem-solving and maintenance.
• Proactive mindset with the ability to identify and implement improvements.

Time Commitment

Varies depending on project and HQ needs. Involvement may include weekly or monthly visits, vendor appointments, and quarterly large-scale work days.

Benefits

• Play a vital role in maintaining and improving Dog Star Rescue’s headquarters.
• Gain leadership, vendor management, and facilities experience.