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