Facilities Administrative Assistant

This is a full-time Administrative Assistant position that provides administrative and office support to the Senior Vice President of Facilities and Security, Environmental Quality, Coral Reef II, Technology, Finance and Security Teams onsite at the main aquarium building and at the CACS. The role involves all procurement processes and procedures related to purchase orders and contracts, timekeeping and processing of electronic payroll, capital and operating budget tracking, and maintaining the organizational emergency contact lists for the Security team.

What You Will Do

The successful candidate will be responsible for producing purchase orders, tracking invoices and expense reports, maintaining credit card purchases and monthly reconciliation, producing detailed line-by-line purchase orders for Instant Ocean deliveries, and coordinating with outsourced project managers on contracts and purchase orders to vendors that support their projects.

Why It Might Be a Fit

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The ideal candidate will have 3-5 years of work experience as an administrative assistant or related position, accurate typing skills, and proficiency in Microsoft Office tools and the use of FTP sites and other file share platforms.

Requirements

• Minimum High School diploma required
• Junior college degree or professional administration training preferred
• 3-5 years of work experience as an administrative assistant or related position
• Accurate typing skills
• Proficient in Microsoft Office tools
• Proficient in the use of FTP sites and other file share platforms

Benefits

• Competitive compensation packages
• Medical Insurance, including FSA and HSA plan options
• Vision and Dental Insurance
• Accrued Paid Time Off
• Up to 12 Paid Holidays
• Life Insurance
• Parental Leave and Adoption Assistance
• 401(k)
• Discounted Parking and Public Transit Subsidies
• Employee Assistance Program
• Employee Wellness program, including Preventive Care Incentive
• Employee Discounts
• Employee Tickets