Essential Duties and Responsibilities
- Schedule and coordinate lodging requests for groups, staff, visiting researchers and other guests.
- Schedule and coordinate meetings and conference services for internal and external customers.
- Conduct inspections of lodge and cottages, devices and structures (e.g. fire alarms, air conditioners) and identify needed repairs and propose renovation needs.
- Coordinate with Maintenance Manager and outside vendors such as cleaners, inspectors etc.
- Work closely with Executive Assistant to schedule and coordinate meetings and accommodations for special events, seminars and large professional groups.
- Prepare visitor lodging packets.
- Generate estimates for visitors/groups/classes and submit to accounting team
- Monitor the daily after-hours activities of lodging and operations.
- Assist Guest Services staff with group needs, including but not limited to planning, serving and cleaning up meals, cleaning cottages and lodge rooms, and laundry.
- Report on alarms and concerns to Operations Manager.
- Maintain station usage tracking for all groups, visiting researchers, interns and general visitors.
- Track key business performance indicators of lodging and prepare associated reports.
- Match packing slips to items received when materials arrive. Match invoices to purchase orders before sending to payables.
- Reconcile UPS and FedEx monthly statements before presenting to Accounting for payment.
- Answer and route telephone calls received at the Main Office
- Greet and direct walk-in guests to their appropriate destinations, including visitors who want to view the “Islands in Time” video and/or walk the nature trail. Process Releases of Liability for visitors.
- Maintain Archbold directories to include Telephone Directory, Emergency Contacts and Station Emails.
- Prepare outgoing U.S.P.S. mail, UPS, FedEx to include preparing packages/envelopes schedule shipping and pickups via Internet.
- Distribute all incoming mail/packages and correspondence into proper mail bins.
- Ensure staff/visitors are notified of incoming packages or special delivery.
- Maintain and assist with use of photocopier and fax machines in the Main Office.
- Answer or forward station general email queries.
- Maintain supplies and reorder as needed.
- Maintain brochure racks. Keep stocked and reorder brochures as needed.
- Maintain key boxes for station offices, labs, vehicles and cottage keys.
- Assist Executive Assistant, Human Resources, Maintenance and Operations Managers as needed.
- Assist in providing back up for the Executive Assistant during days off, vacation, and sick time.
- As time permits, copy, bind and laminate documents as directed by management and/or scientific staff.
- Maintain retail merchandise and order new stock as needed.
- Maintain medical supplies, including keeping supply closet stocked, periodically checking for out-of-date items, restocking first aid kits monthly, and placing orders as needed.
- Draft emails and interoffice communications and “What’s Happening” weekly describing current events and station information.
Other Duties and Responsibilities
- Provide quality client-centered services (internal/external)
- Be familiar with and follow all the Station’s emergency policies and procedures.
- Provide office support during prescribed fires and wildfires activities during regularly scheduled and unscheduled hours, with little or no notice.
- Receive and relay fire calls and alarms in accordance with the Station’s Fire Management Plan.
- Other duties as assigned
Position Type/Expected Hours of Work
- This is a full-time position working 40 hours per week. Evening and weekend hours may be required with little to no notice. Long hours may be required for special events, overtime with advance approval.
- May adjust hours occasionally to work evenings and weekends to accommodate needs of groups.
Work Environment
This job operates in a professional office environment, and routinely uses standard office equipment such as computers, phones, photocopiers, projectors and fax machines. It is required to walk to cottages and lodge areas to conduct inspections.
Physical Demands
The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand, walk or sit for long periods of time indoors & outdoors; and occasionally required to lift, push and pull items up to 50 pounds; climb stairs; reach, stoop, bend, kneel, crouch or crawl; talk or hear. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focus.
Required Education and Experience
- Associate degree in hospitality, business administration or related field; or 2 years experience in hospitality related field with administrative assistance experience
Competencies and Additional Eligibility Qualifications
- An understanding of and commitment to the Archbold mission
- Familiarity with general office equipment.
- Advanced computer skills including MS Office 365 (Word, Excel, Outlook) Teams, Planner.
- Knowledge of database systems including Blackbaud Raiser’s Edge is helpful, but not required
- Ability to interact with a wide range of personalities and age groups, greet and handle visitors, via telephone or in person, in a professional and friendly manner.
- Possess strong verbal and written communication skills and ability to follow verbal and written instructions.
- Possession of strong organizational skills and attention to detail.
- Ability to prioritize, work independently on assigned tasks, and meet deadlines.
- Ability to act effectively in emergency situations.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Archbold's mission is to build and share the scientific knowledge needed to protect the life, lands, and waters of Florida, and beyond. Archbold’s footprint encompasses the ancient scrub habitats of the Lake Wales Ridge; the Avon Park Air Force Range Sentinel Landscape; the vast, open ranchlands of Central Florida; and the many waterways that flow south into Lake Okeechobee and then drain to the coasts, touching the lives of millions of Floridians. Archbold studies and protects these natural wonders as ecosystems: as complex networks shaped by measurable natural processes. Our dozens of research sites encompass the pristine sand dunes of the Lake Wales Ridge; the ranchlands and wetlands that make up much of Central Florida; and the rivers that flow south into Lake Okeechobee and beyond.
Today Archbold stewards a rich mosaic of natural habitats, native ecosystems, working lands, and historic buildings at Archbold Biological Station and Buck Island Ranch. The Station and the Ranch serve as the place-based crucible for our innovative science, conservation, and education programs. These draw from a long, deep history, dating back from our beginnings, founded by Richard Archbold in 1941.
Archbold is an equal opportunity employer that is committed to inclusion and diversity. We take action to ensure equal opportunity for all applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, Veteran status, or other legally protected status. Archbold will not tolerate discrimination or harassment based on any of these characteristics. Archbold stands proud of its collaborative culture and all dimensions of diversity in the workplace equally and works to ensure that everyone feels a sense of inclusion and belonging.
