12-Apr-2024

2670BR

Regular Full Time

Job Function and Responsibilities

Join the PRIDE and Brookfield Zoo Chicago's mission to ignite emotional connections with wildlife that spark conservation action while leading vital programs to protect endangered species. Our beautiful 235-acre campus offers a living classroom that is home to over 3,500 animals representing 500 species. Brookfield Zoo Chicago is embarking on a groundbreaking, ambitious Next Century Plan to achieve our vision. It is the beginning of an exciting transformative journey!

The Administrative Coordinator, Purchasing & Office Support contributes to the success of Brookfield Zoo Chicago ("BZC") by supporting efforts to provide an extraordinary guest experience and financial sustainability, as well as support our living collection. Supplies administrative support to the Plant & Facilities Department ("P&F") to assure the departmental operations run smoothly and efficiently.

PRIMARY JOB DUTIES AND RESPONSIBILITIES:
Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

1. *Provide administrative support for all Plant & Facilities (P&F) management (VP and Directors) and work groups, including, but not limited to purchasing, general operating contracts, recordkeeping, answering and responding to phone calls, preparing correspondence, assisting all internal and external customers and through oversight and coordination of department master calendar of projects and events. Assist with meeting scheduling and appointments, prepares correspondence, spreadsheets, and presentations at the request of P&F management. Record, transcribe and distribute minutes of department meetings or other meetings as assigned. Coordinate department events.
2. *Complete purchasing for the Plant & Facilities department. Prepare and track department purchase orders and requisitions for supplies for all departments in P&F against approved operating budgets. Properly complete purchasing documents and ensure that all terms and conditions comply with BZC procurement policies, procedures, and standards. Provide timely follow-up on purchases and back orders, verify receipt, contact suppliers/vendors for adjustments or order corrections, and process invoices and resolve purchasing problems as needed. Defer to appropriate P&F Director for any purchase-related questions and for purchase approval.
3. *Work with the P&F Directors and the Procurement Department to oversee, record, and store all P&F contractor and vendor lists with current contact information.
4. *Prepare monthly utility usage and cost information reports and provide to the V.P., Risk and Facilities Management and the Director, Facilities & Capital Projects. Ensure all utility invoices are paid on time.
5. *Assist in the maintenance of the computerized maintenance management system to track and forecast BZC maintenance projects at the request of the P&F Directors. Responsibilities may include but are not limited to logging and de-logging work orders, assigning and closing out works orders, maintaining and distributing reports to internal and external managers, tracking works orders upon request, and ensuring excellent service for all clients. Follow up on all appropriate details as needed.
6. *Provide back-up support to the P&F group in the absence of the Office Administrator.
7. *Oversee the P&F uniform program for the department, including, but not limited to boots and safety gear. Assure an adequate inventory of coats for P&F staff. Prepare purchase orders, as necessary, to maintain inventory. Assist, as necessary, with seasonal staffing including issuing uniforms, lockers, and other required items.
8. Provide support for other P&F administrative functions and other related duties as required.

Position Requirements and Specifications

The requirements for this position include the following:

• High school diploma or GED equivalent required.
• Three years of administrative office experience required.
• Prior office support experience for facility management or construction business field operations, including purchasing materials and crew support functions or similar required.
• Fundamental understanding of purchasing, contracts, and budget tracking.
• Ability to assume increasing level of responsibility and independence essential.
• Computer proficiency with Microsoft Outlook, Word, and Excel required.
• Ability to work as part of a team and take initiative.
• Excellent organizational skills required.
• Ability to maintain confidentiality of privileged information.
• Strong interpersonal skills needed.
• Effective problem-solving abilities. Sound, logical decision-making skills.
• Must be able to properly prioritize work and have an eye for detail and accuracy.
• Ability to work with little or no direct supervision.
• Cultural competency; experience and/or ability to work and interact effectively with a diverse, multicultural audience.
• English fluency at a professional working proficiency.
• Valid driver's license required at time of hire. Illinois residents must possess a valid Illinois driver's license or obtain one within 90 days of hire. A valid out-of-state driver's license is required for out-of-state residents.

• Associates' degree in business management, Accounting, or related field or equivalent combination of related training and/or experience is preferred.
• Prior purchasing experience strongly preferred; facilities purchasing desirable.
• Prior experience working with budgets preferred.
• Knowledge of PowerPoint and other office software packages preferred.
• Knowledge of a computerized work order system preferred.
• Multilingual ability, Spanish fluency a plus.

Additional Information

Brookfield Zoo Chicago is an Equal Opportunity Employer.

Schedule Details

The schedule for this position is generally Monday through Friday.

Job Location

Brookfield Zoo Chicago

Zip Code

60513

Department

Plant & Facilities Administration

Group

Plant & Facilities

Union Status

Non-Union

Work Shift

Monday thru Friday