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Maintenance Shop Administrative Coordinator

Cincinnati Zoo
life insurance, paid time off, 401(k)
United States, Ohio, Cincinnati
3400 Vine Street (Show on map)
April 19, 2024
The Cincinnati Zoo & Botanical Garden (CZBG) is a leader in animal care, wildlife conservation, sustainability, education, and community engagement. Our Mission is to create adventure, convey knowledge, conserve nature, and serve our community. We accomplish this by inspiring every visitor with wildlife every day by providing opportunities to be close enough to care. We are passionate about our mission and culture, and succeed at this by pursuing our Core Values of: Collaborative Relationship; Positivity & Energy; Accountability, Mutual Trust & Respect; Progressive Thinking; Pride, Passion & a Sense of Ownership. Summary: The Maintenance Shop Administrative Coordinator advances Cincinnati Zoo's mission and values by directly supporting the Zoo's Maintenance Team, by assisting with managing the substantial amounts of documentation (purchase orders, safety documentation, work orders, team updates, schedule updates, etc.) related to our day to day operation of the maintenance department, and coordinating the communications related to our work for all parties (within the maintenance department , across other zoo departments, and some external partners as well). As the position will coordinate diverse aspects of operations for the department, exceptional skills in communication, organization, and collaboration are paramount. Duties and responsibilities include, but are not limited to: Manage the purchase order process for the team; Help with bidding process, coordinate the submittal of documentation in support of PO's, track status and reconcile against budget. Assist the management team coordinate the work order process, to increase efficiency and timeliness in communication response and status updates. Collaborate on the review of potential options and implementation of an inventory management system. This will include being involved in the organization of the shop and our auxiliary storage spaces. Schedule and support appointments and meetings for the maintenance team; at times, will be required to coordinate meetings, prepare presentation materials, coordinate lunches, etc. Assist with updating the Facilities Department's sections on Zoo employee portal, maintain Maintenance Department's organizational chart, photo directory, and contact information. Perform administrative/organizational duties, to ensure the Maintenance office has the necessary resources and supplies. Organize and manage our work order management system. Coordinate and work with other departments to ensure that our team is staying up to date with all safety trainings and staying up to date on relevant safety requirements. Assist Project Managers on the construction management team with Procore organization and implementation. Assist Project Managers on preconstruction implementation for capital and reinvestment projects. Desired Qualification & Experience At least 1 year experience in administrative coordination and/or project management. Familiarity with the general administrative workings of work order management and facilities management aren't required but are a preferred. Experience with facilities management software, such as Brightly, and Microsoft Projects would be preferred as well. Ability to manage multiple projects and coordinate requests of multiple people simultaneously is required. The maintenance department is a fast paced, fluid environment and the ability to adapt to change is important. Command of Windows-based software and applications is required. Excellent attention to detail, project management and interpersonal & organizational skills and the ability to meet deadlines and shift priorities in a rapidly changing environment Requires an individual who is highly professional, motivated, proactive, and helpful, who is able to gain cooperation through expertise, credibility, and building positive working relationships Possess excellent ability to develop and sustain effective working relationships within an organization; superior interpersonal skills; ability to work with diverse personalities; tactful; mature; flexible. Demonstrated ability to work both independently and collaboratively as part of a team. A positive-mindset is a must. Appropriate appearance, attitude, and personality to work effectively with Zoo staff members, visitors, and the community. Demonstrated understanding and acceptance of the Core Values and Behaviors of the Cincinnati Zoo & Botanical Garden. Live these on a day-today basis, "Modeling the Way" for others. Demonstrated affinity for the Mission of the Cincinnati Zoo & Botanical Garden. Working Conditions: Employment is contingent upon successful completion of a post-offer, pre-employment drug & nicotine screen & background. Requires a valid driver's license and must be insurable through the Zoo's carrier. While performing the duties of the job, the incumbent is regularly required to sit and work at a desk for extended periods of time, stand, walk, and utilize manual dexterity to use computer mouse and keyboard and other office equipment. The employee may be exposed to outside weather conditions and the periphery of Zoo construction sites. Must be able to lift/move/carry up to 25 pounds without assistance. Position Details: Starting pay range is $20-$24/hour. This position is full-time, overtime-eligible, and is eligible for the Zoo's benefit programs for non-union employees. We offer a comprehensive benefits package in support of our employees' Total Well-Being including affordable medical, dental & vision coverage; free mental health counseling and coaching, 401(k) plan with company match; flexible spending accounts; generous paid time off banks; company-paid disability & life insurance; park discounts and free passes. To Apply: All qualified applicants must apply via our online application on our website at . Cover letter and resume should be attached to your online application. Applications will be reviewed as they are received, so please apply soon! We strive to be an organization that is diverse and reflects the fullness of society. With a strongly held value for an organizational culture characterized by inclusion and belonging, we are committed to equity in all we do. We are especially interested in candidates who can contribute to our organization's diversity and who want to walk alongside us in our commitment to inclusion and equity.