Office and Housing Administrative Coordinator

Mote Marine Laboratory & Aquarium
Job Description
The Housing and Office Administrative Coordinator for the Mote Marine Laboratory’s Elizabeth Moore International Center for Coral Reef Research and Restoration (IC2R3) is located in Summerland Key, FL. This position is primarily operational.
Responsibilities include supporting the Florida Keys Community Relations and Administrative Manager (Administrative Manager) in the day to day administrative duties necessary to keep the IC2R3 organized and meeting deadlines. As Office and Housing Coordinator, the position will be responsible for the efficient running of the dormitory section of the facility in conjunction with the IC2R3 Administrative Manager.
This position requires initiative, flexibility, and the ability to juggle a variety of projects at once.    This position reports directly to the Administrative Manager.
Major Duties and Responsibilities
  • Business management of an office and housing facilities including guest housing and lab reservations, guest check-in and out procedures, and billing.
  • Handle all office paperwork including purchase orders, petty cash, store receipts, budget reports, and purchasing receipts.
  • Day to day administrative duties, including answering and returning phone calls, departmental record keeping as well as written/email communications, copying, ordering of supplies, etc.
  • Help organize and setup meetings, conferences, workshops and special events, occasionally traveling to assist in meetings and events.
  • Conduct tours of the facility.
  • Coordination of local/onsite events, as well as help organize and setup meetings, conferences, and workshops occasionally traveling to assist in meetings and events.
  • Oversee the cleaning staff with regards to housing.
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.
  • Ability to interact with many different staff and clients.
  • Good skills dealing with the public and comfortable being the receptionist voice of the main phone line and the first hand personable office reception to the public.
  • BS or BA 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
  • Capable of scheduling and managing housing, research and educational usages
Interested applicants should submit as a single electronic file, 1) a cover letter, 2) resume, and 3) the names and contact information for three references, before 5pm August 29, 2018 to  Alternatively, a single package of all requested elements may be submitted to Mote Marine Laboratory, Attn: Human Resources, 1600 Ken Thompson Parkway, Sarasota, FL 34236. 
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or other protected category.
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