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Administrative and Housing Coordinator

2 months ago

Summerland Key, United States Mote Marine Laboratory Full time

[The Administrative and Housing Coordinator for Mote Marine Laboratorys 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 ]{sans-serif""=""}**]{sans-serif""=""}]{sans-serif""=""}]{sans-serif""=""}]{sans-serif""=""}]{sans-serif""=""}]{sans-serif""=""} 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 ]{sans-serif""=""} 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 and 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. [ Sponsored Programs Office ]{sans-serif""=""}]{sans-serif""=""}]{sans-serif""=""}]{sans-serif""=""}]{sans-serif""=""} Assisting Program Managers with the processing of grant and proposal paperwork, while ensuring deadlines are met. Working with the Research Operations Manager and Upper Keys Administrative Assistant on administrative/business and operational needs. [ Other ]{sans-serif""=""} Serving as the first point of contact in the office, welcoming staff and visitors []{sans-seri=""}