Administrative Coordinator, Grounds & Housekeeping

Job description

The Administrative Coordinator, Grounds & Housekeeping, supports the department’s effective operation by coordinating administrative processes, recordkeeping, purchasing, communications, and other operational support activities. The position promotes organization, consistency, and visibility across a large frontline department by supporting supervisors and staff; maintaining accurate records and tracking systems; coordinating departmental resources and information; and assisting with operational planning, reporting, and administrative workflows. This position has no supervisory responsibilities. Our Mission: Houston Zoo connects communities with animals, inspiring action to save wildlife. Our Vision: Houston Zoo will be a leader in the global movement to save wildlife. Job Duties and Responsibilities • Provides administrative support to Grounds & Housekeeping leadership, supervisors, and staff. • Supports department communication, staffing coordination, onboarding, and operational follow-up activities. • Maintains department records, assignment boards, SOPs, tracking systems, and related administrative tools in an organized and accessible manner. • Assists with training records, compliance tracking, and related documentation while maintaining appropriate confidentiality. • Supports department use of the computerized maintenance management system (CMMS) by assisting with work order routing, tracking, reporting, documentation, and data organization. • Prepares and maintain reports, labor tracking information, operational summaries, inventory records, and other department data used to support planning, staffing, budgeting, and service delivery. • Supports purchasing, inventory tracking, and administrative coordination for department supplies, tools, PPE, uniforms, cleaning materials, event equipment, and related operational resources. • Assists with budget tracking, purchasing records, receipt organization, vendor coordination, and other assigned administrative support activities. • Identifies missing information, overdue items, inconsistent records, or recurring administrative issues and elevate them to department leadership as appropriate. • Supports administrative coordination for Zoo-wide events, storm response, campus recovery, seasonal operational demands, and other department support activities. • Coordinates administrative communication and operational support activities between Grounds & Housekeeping and other departments as assigned. • Contributes to saving animals in the wild by ensuring materials used on projects are sustainable, and through reduction of waste, water and energy use and inspiring guests and staff to take wildlife protecting actions. Education and Experience • Associate degree (AA) or equivalent from two-year college or technical school; or equivalent combination of education and experience. • Strong organizational skills and ability to manage multiple projects at one time and prioritizes appropriately. • General proficiency with Microsoft Office (Excel, Word, Outlook) • Excellent oral and written communication skills • Strong interpersonal and facilitation skills • Ability to partner with teams and with all levels of staff. • Complete repetitive tasks while maintaining quality. About the Houston Zoo The Houston Zoo is made up of many moving parts with over 6,000 permanent residents (our animals) for whom we provide housing, meals, medical care and yes, even education! There are over 2 million guests each year who come to experience our incredible variety of animals and ecosystems, as well as attend special private and public events and entertainment. Our dedicated staff works around the clock to ensure that the Zoo is always running smoothly for the safety and well-being of our residents and guests. We strive to ensure the protection of all the counterparts of the animals we have at the Zoo and in the wild. Join the Houston Zoo and become a part of an organization that is focused on the preservation of wildlife and their habitats by combining conservation with education and promotion of sustainable livelihoods in the local communities. Houston Zoo is an Equal Opportunity Employer. Disclaimer The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as a complete inventory of all responsibilities, duties and skills required for the position. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor. Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an at-will basis. Benefits Full-time, regular positions are offered the following benefits. • Medical and Prescription Drug • Vision • Dental • Basic Life AD&D (100% Employer Paid) • Short Term Disability (100% Employer Paid) • Long Term Disability (100% Employer Paid) • Supplemental Life • Flexible Spending Account / Health Savings Account • 401k, with employer match Full-time and Part-Time, regular positions are offered the following additional benefits. • Free Zoo Membership • Free Guest Passes • Discounts on Food, Merchandise, Attractions, Admission and Programs • Free parking Houston Zoo is an Equal Opportunity Employer We thank all applicants in advance for their interest in this position, however, only those selected for an interview will be contacted.