JOB POSTINGS

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Facilities Project Administrator

JOB SUMMARY

The National Aquarium Facilities team is a talented group of trade mechanics, managers and administrators. We maintain and repair the systems and physical plant of the National Aquarium including electrical, plumbing, life support, structural and architectural. Our Project Administrator coordinates people, projects, and budgets, providing positive customer service, clear communication, strategic solutions, and detailed follow-through.

The Project Administrator provides project administration, management, and administrative support. Acts as central communication point both within the department and with internal and external teams. Administrates department workflow to ensure clear communication and effective project delivery. Partners with Facilities Director and Project Manager on large-scale projects and provides project administration. Manages small maintenance and construction projects. Manages various work request systems and provides coordinated response. Provides budget oversight, reporting, purchase processing, and reconciliation for the entire Facilities team.

KEY ACCOUNTABILITIES

Project Administration
Manages Maintenance Work Order System with Facilities Director to assess and advance requests.
Collaborates with other departments to ensure work is communicated, coordinated and executed in a timely manner.
Performs regular facility inspections and documents needed improvements, submitting, and tracking resulting work order requests as needed.
Provides onsite support and coordination for contractors with parking requests, work approval forms, communications with Security and other staff.
With the direction of the Facilities Director, manages small maintenance and construction projects within the constraints of scope, quality, time, and cost to provide specified deliverables and meet stakeholder satisfaction. Manages costs to maximize budget usage and handles all billings associated with the project. Partners with Facilities Director and Project Manager to provide project administration for large scale Capital Projects.
Manages Aquarium vehicle fleet program, inclusive of communication with vehicle managers, maintenance schedules and associated budget.
Manages Integrated Pest Control Management program, inclusive of internal team meetings, external contractor coordination and billing.
Serves as primary contact point of department for internal and external stakeholders.
Budget Oversight and Reporting and Purchase Processing
- Processes departmental purchases, invoices, tracking and keeping up to date records of project expenses as required. Provides monthly reports on operational costs to the director and investigates and reconciles discrepancies with the Finance Department.
- Assists Facilities Director with budget development as required.

Resource Research and Investigation
- Responsible for investigation of materials, vendors, and additional resources on behalf of the Director and Facilities team and maintenance of the materials resource library.

Department Operational Support
- Position is the central communication point for the Facilities team and coordinates meetings, travel and any other administrative needs for the department.
- May serve as liaison for internal Aquarium committees
- Other duties as assigned.

QUALIFICATIONS/REQUIREMENTS

Bachelor’s degree or equivalent work experience.
5 years’ experience in an office environment, preferably in a construction related field.
Excellent communication, interpersonal and diplomacy skills a must.
Organized and detail oriented with ability to multi-task and work under pressure with minimal supervision.
Quick learner willing to take on challenges with an open mind.
Preference to those with background in Accounting or AP.
Strong skills in Outlook, Excel and Word are a must.
General aptitude for computer systems ideally including Dude Solutions or similar work order systems; Adaptive and Intact or similar accounting systems.
Ability to read design and construction drawings and specifications.
Ability to read and manage contracts.

Starting Salary Range $45,000-$48,000

The National Aquarium is committed to diversity and invites individuals who bring a diversity of culture, experience, and ideas to apply.

About the National Aquarium

The National Aquarium in Baltimore, Maryland, is a nonprofit organization that’s changing the way humanity cares for our ocean planet. The Aquarium’s award-winning habitats are home to thousands of animals representing hundreds of species of fish, birds, amphibians, reptiles, and mammals. We are proud to be accredited by the Association of Zoos and Aquariums and strive to meet or exceed AZA standards in all aspects of animal care and welfare. A dedicated team of full- and part-time employees and volunteers drives the Aquarium’s mission to inspire conservation of the world’s aquatic treasures. More than a million guests visit the Aquarium each year, and millions more participate in its conservation, education, and engagement initiatives.

Our Culture

The National Aquarium opened in 1981 as a visitor attraction and has evolved into a conservation organization that operates a world-class aquarium. Our core values—integrity, innovation, service, excellence, and engagement—form the basis for our beliefs about our organization, our colleagues and ourselves, and serve as the framework to guide our behavior and actions to achieve our mission. Through unparalleled exhibits, science-based education programs and hands-on field initiatives, the Aquarium is at the forefront of efforts to connect people with the natural world and raise awareness of the challenges facing our ocean.

Our Mission and Goals

By connecting people with nature, the Aquarium drives conservation action for the benefit of people, animals and the planet. The Aquarium’s mission—to inspire conservation of the world’s aquatic treasures—begins within the walls of its buildings, but it does not end there. The Aquarium protects, enhances and restores natural resources through education and engagement, habitat restoration, animal rescue and sustainable business practices, with its conservation work guided by three overarching goals—to combat climate change, save wildlife and habitats, and stop plastic pollution.