Administrative Coordinator, Finance

Monterey Bay Aquarium•Monterey, CA

About The Position

Under limited supervision, the Administrative Coordinator provides administrative support to the Monterey Bay Aquarium Finance team through system coordination, vendor management, project coordination, budgeting, and scheduling. The position supports Finance senior leadership calendars and meetings, general office functions, finance processes, reporting, purchasing and contract workflows, expense processing, and staff expense reviews. The role also maintains and purchases office supplies for local and remote staff and updates the Aquarium’s intranet pages. Other duties may be assigned.

Requirements

At least 2 years of general office experience, including experience working with financial systems.
Highly organized and able to handle multiple tasks and duties simultaneously in a fast-paced environment.
Demonstrated ability to learn technology platforms quickly, including purchasing, contracts, budget, inventory management, and project management software.
Independently motivated, with the ability to take on tasks and duties without immediate direction.
Ability to problem solve.
Excellent interpersonal skills.
Ability to work within and maintain Monterey Bay Aquarium’s Core Values.

Responsibilities

Provide general administrative support to the Finance team and calendar support to the Finance senior leadership team.
Schedule meetings and coordinate logistics for leaders, project teams, and outside vendors.
Provide office support, including reception, filing, and mail distribution.
Capture meeting minutes and follow up with individuals or teams on assigned deliverables and due dates.
Set up and update accounts in appropriate finance systems.
Follow up with vendors and internal staff to obtain required information and respond to inquiries from internal and external stakeholders.
Prepare routine reports for Finance activities, including annual 1099 and contract management reporting.
Process contracts, purchase requests, blanket purchase orders, and purchase orders; monitor invoices and route them for department approval.
Use Intacct and Adaptive to validate budgets and billing accuracy.
Provide backup support to Accounts Payable, including processing invoices and verifying purchase order codes.
Process expense reports.
Maintain and purchase office supplies for local and remote staff.
Support Ramp expense review by obtaining required information, responding to inquiries, and assigning accounting codes to expenses.
Update and maintain intranet pages (Tidepool).