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Admin Coordinator, Capital Projects & P&F Support

The Chicago Zoological Society’s Brookfield Zoo is known throughout the world as a leader in animal welfare and conservation and has an exciting, fast-paced work environment and family friendly atmosphere.  Our beautiful park like setting has an amazing 216 acres of meticulously landscaped grounds where thousands of animals representing 500 species receive state-of-the-art care through top-notch medical, husbandry, and nutrition programs.  We are very customer focused as we host over 2 million guests at Brookfield Zoo each year.  We take PRIDE in every aspect of our operation, and our employees enjoy a work environment that is based on respect, openness, cooperation and involvement.  Employees are proud to work for the Chicago Zoological Society and are committed to our important conservation mission.  Our dedicated staff has a true sense of purpose and a strong commitment to animals and conservation.


The Admin Coordinator, Capital Projects and P&F Support contributes to the success of the Chicago Zoological Society (“CZS”) by providing an extraordinary guest experience and sustainability via support of our living collection.  This position supplies administrative support to the Plant & Facilities Department (“P&F”) to assure the departmental operations run smoothly and efficiently.

The successful candidate will:


  • Provide administrative support for all P&F capital projects including, but not limited to: answering and responding to phone calls; preparing correspondence, contracts, and ads for public bids; assisting staff and contractors in preparation of required documents and submittal of documents for capital and operational projects; reviewing contractor submissions, waivers, certified payrolls; and working with contractors to resolve deficiencies, with supporting documentation.  Categorize and facilitate storage of capital project paperwork and electronic documents for use by P&F and Finance.
  • Work with staff to generate requests for proposals, requests for information, project scope, construction documents, notices to proceed, schedule bid openings and bid documents for all capital projects. Attend project meetings as assigned, record and transcribe notes, and maintains project files.
  • Work with the Assistant Construction Project Manager to oversee, record, and store all P&F contractor and vendor lists, certificates of insurance, and certified payroll information for all CZS capital projects. Maintain and coordinate all capital project schedules, building closure/refresh/annual cleaning and deferred maintenance lists and planning calendars.
  • Assist in the maintenance of the computerized maintenance management system to track and forecast Society maintenance projects. Responsibilities 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.
  • Provide back-up support to the P&F group in the absence of the Office Manager.
  • Record, transcribe and distribute minutes of department meetings or other meetings as assigned.
  • Assist and participate constructively in all group and departmental activities, including meetings, special projects, and non-routine and/or emergency assignments.
  • Enter and track requisitions for supplies, research products, and clarify specifications for all departments in the P&F area. Properly complete purchasing documents and ensure that all terms and conditions are appropriate.  Maintain complete and accurate records, including price histories, to provide information on variances.
  • 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.
  • Provide support for other P&F administrative functions and other related duties as required.


The requirements for this position include:

  • High school diploma or GED equivalent required.
  • Three years of administrative office experience required.
  • Prior office support of facility management or construction business field operations including purchasing materials and crew support functions required.
  • Ability to assume increasing level of responsibility and independence essential.
  • Computer proficiency with Microsoft Outlook, Word, and Excel required. Experience with database packages essential.
  • 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 prioritize work and have an eye for detail and accuracy.
  • Ability to work with little or no direct supervision.
  • Experience and/or ability to work and interact effectively with a diverse, multicultural audience.
  • Valid driver’s license required. Illinois residents must possess a valid Illinois license within 90 days of hire.  Valid out-of-state license required for out-of-state residents.


The preferred qualifications:

  • Knowledge of PowerPoint and other office software packages preferred.
  • Multilingual ability, Spanish fluency a plus.


Additional Information:  This position description summarizes the primary duties and functions of this position, but should not be considered a complete listing of every duty the incumbent may ever be called upon to perform.  Incumbent must represent the Society in a professional manner at all times.  Incumbent must gain an intimate understanding of the Plant & Facilities group, its operations, and its role in understanding and supporting the Society’s mission, vision and operating philosophies and incorporate into daily work performance.  The position requires a flexible, dependable, motivated, and results-oriented individual who is able to effectively work with other staff and foster a positive work environment.



The Chicago Zoological Society is an Equal Opportunity Employer.


If interested in being considered for this opportunity, please visit the CZS Career Center to obtain more details about the position and to apply by submitting your profile.  Please visit our website at  Please look for requisition number 1509BR.