Database & Administrative Coordinator

Coastal Maine Botanical Gardens•Boothbay, ME

8d•Onsite

About The Position

Coastal Maine Botanical Gardens is hiring a Database & Administrative Coordinator! This role provides project management and database administration support to the Marketing Department, as well as all database system end users across the organization. This role is responsible for customer service and support within a team, as well as solo data management. This is a Temporary (through March 2027), Full-time (40 hours per week) role. Some weekends and evenings are required from mid-November through January 2.

Requirements

1–3 years in administrative, nonprofit, or event support roles preferred.
Experience with a POS/CRM system.
Comfort aggregating data in Microsoft Excel.
Strong technical troubleshooting skills with a patient, community-focused approach to solutions.
Excellent written and verbal communication, with attention to detail.
High organizational skills and an interest in supporting a mission-driven, non-profit environment.

Nice To Haves

Spektrix is preferred.
Power BI skills are a plus.

Responsibilities

Support org-wide maintenance of our Customer Relationship Management/Point of Sale (CRM/POS) system, Spektrix.
Building/unlocking accounts.
Building and adjusting events.
Assisting in report builds internally and with our partners at Spektrix.
Project managing system issues, elevating to Spektrix customer service when needed.
Keep our Power BI dashboards up to date with daily uploads, ensuring teams can track revenue, attendance, and sales trends.
Perform regular data clean-up, duplicate merging, and quality control to ensure accurate reporting.
Serve as administrator for our project management tool, Airtable, ensuring project statuses are updated, and final content and invoices are uploaded.
Collaborating across all departments, providing administrative support for events, including name tags, menus, signage printing, and coordinating pre- and post-event emails.
Review survey responses, code them, and escalate issues to the appropriate department.