Administrative Coordinator

6 months ago

Cambridge, Canada Cambridge Butterfly Conservatory Full time

**SUMMARY**

Cambridge Butterfly Conservatory is a unique and high profile tourist attraction. We provide customer-service-focused education that promotes the appreciation of butterflies and other invertebrates and highlights the important role these animals play in our ecosystem. We value our positive work culture, prioritize a work-life balance, and encourage collaboration among our strong team of passionate experts.

General administration and wedding administration will make-up the majority of this role, but occasionally this role also provides support to a variety of departments on projects that reflect the immediate needs of the organization. Occasionally this role will also assist the front-line team with customer service and support, and the Executive team as required.

**RESPONSIBILITIES**:

- Booking Coordination_
- Maintain a current understanding and written outline of all policies and procedures related to program bookings
- Maintain updated records using database software, distribute copies to clients and staff, and update programming when necessary regarding pricing, taxes, and policies
- Prepare numerical & financial reports for a variety of revenue streams
- Maintain outgoing paperwork (teacher checklists, menus etc.) and update materials regularly
- Ensure that the company-wide planner/calendar is kept updated
- Coordinate bookings amongst our team (scheduling managers, duty managers, booking coordinators and as needed to department managers)
- Exchange thoughts and information with colleagues both through written and oral communication
- Office Administration_
- Process admission ticket sales using the online timed ticketing platform and operate the point of sale system for tickets, memberships, and giftcards
- Problem solve and manage customer comments
- Oversee program schedule updates
- Manage office supply inventory and ordering and receiving
- Coordinate repairs and maintenance of office equipment
- In cooperation with other staff, maintain a clean and tidy office environment
- Assist with phone system administration and updates
- Assist management and executive teams with minute-taking, administrative tasks, and compiling reports as required
- Attend and minute bi-weekly operations meeting, if the meeting aligns with assigned schedule
- Provide coverage for absences, sick time, and vacations as needed
- Weddings & Events_
- Work in concert with the Wedding & Event team to meet customer needs
- Answer the wedding phone-line
- Process wedding payments
- Prepare Wedding & Event room set-ups (classrooms, dining room, wedding suite(s))
- Greet bridal parties, receive client deliveries (decorations, alcohol, flowers)
- Provide coverage for vacations as needed
- Frontline Support_
- Train as a frontline floater and occasionally provide coverage for frontline staff (specifically for Admissions, Gift Store, and Cafe) for lunch breaks, sick and vacation days, as required
- Process admission ticket sales using the online timed ticketing platform and operate the point of sale system for tickets, memberships, purchases and returns
- Join the front-line for “all-hands-on-deck” events including but not limited to Family Day Weekend, March Break, and Winter Holiday Break
- Assistant Duty Manager_
- In the event that the DM is unable to fulfill their role, the Assistant DM will assume all DM duties and responsibilities. Training will be provided for the Assistant DM role and regular shadowing and ongoing training will be required to maintain preparedness for assuming DM duties on occasion. These duties include:

- Open/close entrances and arm/disarm security alarms
- Prepare daily lunch/department shift schedules for distribution to the front line staff
- Monitor main phone line messages, if Admin team member is absent
- Oversee daily staffing requirements, and staff management (scheduling, coaching, supervising)
- Lead daily “morning buzz” and share daily schedule with team
- Coordinate lunch break to staff as required
- Oversee and liaise with special events/bookings (set-up, take-down, payment etc), greet and liaise with groups and facility rental customers
- Oversee operation of all departments including admissions and frontline operations, gift store retail sales, food services, and Conservatory
- Oversee maintenance of the grounds, parking lot and facility. Communicate with snow removal team, or trades (plumbing, electrical) as needed
- Maintain a high level of quality customer service and manage any customer complaints
- Ensure the implementation of appropriate health and safety practices
- Manage emergency situations relating to security, fire, first aid, missing persons, and inclement weather etc. and liaise with the Executive Team as required
- Oversee PPC-D containment protocol in Conservatory
- Ensure live butterfly exhibit is always monitored both for customer service and health and safety reasons
- Additional Duties_
- Other duties to support daily operations and customer servi

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