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Administrative & Housing Coordinator
2 months ago
The Administrative and Housing Coordinator for Mote Marine Laboratory’s Elizabeth
Moore International Center for Coral Reef Research and Restoration (IC2R3) is located
in Summerland Key, FL.
Responsibilities include supporting the Business and Sponsored Programs Offices, in
administrative tasks pertaining to Keys Operations and to provide support to our main
campus located in Sarasota, FL. Direct, regular communication via phone and email is
required. As Administrative and Housing Coordinator, the position will also be
responsible for the efficient running of the dormitory section of the facility, in conjunction
with the Research Programs, Education Team and Director of Operations.
This position requires initiative, flexibility, and the ability to juggle a variety of projects at
once.
Major Duties and Responsibilities
Housing
● Managing housing facilities including reservations, guest housing, guest check-in
and out procedures and billing
● Ordering housing and housekeeping supplies
● Managing laboratory and equipment reservations, coordinating with all Project
and Laboratory managers
● Planning housekeeping and managing cleaning contractor(s) in regards to
dormitories and rental units
● Managing on-site intern housing
Administrative and Finance
● Business management office tasks which include day to day administrative
duties, e.g.: answering and returning phone calls, departmental record keeping
as well as written/email communications, receiving and distributing mail
deliveries, copying, ordering of supplies, etc.
● Handling all office paperwork and workflow including purchase orders, petty
cash, store receipts and purchasing receipts, budget reports, invoicing, accounts
receivable and travel.
● Preparing monthly financial/accounting reports as a support member of the
Business Services Office.
● Assisting staff with travel reservations and completing reimbursement forms
obtaining correct documentation.
● Managing timely renewal of contractor agreements, licenses and official
documents such as Housekeeping contract, Elevator license, annual County
Hurricane Early Re-Entry Placard program, etc.
Other
● Serving as the first point of contact in the office, welcoming staff and visitors
● Organizing and setting up meetings, conferences, workshops and special events;
occasionally traveling to assist in meetings and events
● Assisting Keys Facilities Manager and Life Support teams with administrative
operational needs
● Managing gift shop and ordering merchandise – using POS terminal for sales
● Maintaining onsite staff uniform distribution, inventory and ordering.
● Monitoring multiple email inboxes and responding or delegating as needed.
● Working with Mote’s Environmental and Occupational Safety Officer to ensure
accident/incident forms are completed in a timely manner, and coordinating
safety training days for Keys staff.
● Reporting maintenance request needs to the Facilities team via the Maintenance
Request form.
● Sending facility-wide and/or Keys-wide staff communications, ensuring all
Sarasota correspondences are shared with Keys staff.
Minimum Qualifications or Requirements
● Computer competency and experience using Word, Excel, and other accounting
software as required. Comfortable with downloading, networking, scanning,
copying, faxing, etc.
● BS or BA preferred or equivalent experience
Required Knowledge, Skills and Abilities:
● Capable of working independently without supervision, prioritizing workload and
multi-tasking
● Capable of working well under remote field-station conditions
● Excellent collaboration and interpersonal skills with colleagues across multiple
locations; ability to work with people from various backgrounds.
● Capable of scheduling and managing housing, research and educational usages
● Knowledge of general accounting principles and related experience
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