Summary:
Are you detail-oriented, organized, and thrive in a dynamic work environment? If so, we’re looking for an Operations Administrative Assistant to join our team. As an integral part of our maintenance department, you’ll play a key role in ensuring the smooth functioning of daily activities. Your knack for organization, strong communication skills, and attention to detail will be pivotal as you support our team in coordinating tasks, managing work orders, and contributing to the overall efficiency of our operational processes.
Essential Job Functions:
- Serve as liaison between the City of Memphis General Services Division and Memphis Zoo to manage the city work order process including submission and follow up, ensuring complete, timely and accurate communication.
- Manage Zoo’s internal work order process, including submission and follow up, ensuring complete, timely and accurate communication.
- Identify and resolve routine operational challenges, escalating complex issues as necessary, and proposing solutions to enhance efficiency.
- Manage Zoo’s third-party vendor requests including specialty vendors.
- Maintain and update City of Memphis and Zoo vehicle, inventory, records, and phone contacts to ensure accurate, easily accessible information.
- Provide administrative support as requested by the Chief Operations Officer and CEO's Assistant.
- Manage the Zoo’s condo, including but not limited to pest control, and scheduling repairmen as needed.
- Maintain effective relationships with General Services Staff, Zoo vendors, contractors and Zoo staff.
- Maintain permits and manage renewals, inventory and blueprints.
- Maintain out of state vehicle requests including scheduling of roadworthy test for outgoing vehicle and submitting appropriate document to the City of Memphis Risk Management Dept.
- Assist as needed with all Zoo special and private events.
Minimum Requirements:
Preferred Qualifications:
- Associates degree in Business Administration (or other relevant coursework).
- 3-5 years of relevant experience (office management experience with focus on facility repair and maintenance is strongly preferred).
Competencies:
- Organization/Multi Tasking.
- Critical thinking.
- Problem Solving/Analysis.
- Written and Oral Communication.
- Flexibility.
- Stress Management/Composure..
- Record Keeping.
- Teamwork Orientation.
- Microsoft Office Suite.
Supervisory Responsibility: None.
Reporting Structure: Reports Director of Operations.
Position Type/Expected Hours of Work: This is a full-time hourly 40 hours per week position which regularly requires flexible hours and weekend work. Must have flexibility to respond to and be on-site for after-hour emergencies.
Work Environment: While performing the duties of this job, the employee frequently works indoors, and will also be working in outside weather conditions. The employee is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, chemicals and vibration. The noise level in the work environment is usually quiet while in the office, or moderately loud while on Zoo grounds.
This position requires frequent walking throughout the Zoo premises, and requires extensive interaction with Zoo team members and vendors.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is frequently required to stand, walk, sit, talk and hear. The employee is constantly required to use hands and fingers to feel, handle or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to climb, balance, stoop, kneel, crouch, crawl and walk. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, color vision, and the ability to adjust focus.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Other Requirements:
- Valid driver's license.
- Proof of current automobile insurance.
- Clear driving record.
- Clear background check.
- Clear drug screening.
Benefits (subject to applicable waiting periods):
- Medical, dental, vision.
- FSA, HSA.
- Short and Long Term Disability.
- Group Term Life Insurance and AD&D.
- 401K
Answer these questions from the employer:
By submitting your application, you hereby certify that the facts set forth in the above employment application are true and complete to the best of your knowledge.
Certification
I certify that the information provided on this application is truthful and accurate. I understand that providing false or misleading information will be basis for rejection of my application, or if employment commences, immediate termination.
I authorize Memphis Zoo to contact former employers and educational organizations regarding my employment and education. I authorize my former employers and educational organizations to fully and freely communicate information regarding my previous employment, attendance, and grades. I authorize those persons designated as references to fully and freely communicate information regarding my previous employment and education.
If an employment relationship is created, I understand that unless I am offered a specific written contract of employment signed on behalf of the organization by its CEO, the employment relationship will be "at-will". In other words, the relationship will be entirely voluntary in nature, and either I or my employer will be able to terminate the employment relationship at any time and without cause.
With appropriate notice, I will have the full and complete discretion to end the employment relationship when I choose for reasons of my choice. Similarly, my employer will have the same right. Moreover, no agent, representative, or employee of Memphis Zoo, except in a specific written contract of employment signed on behalf of the organization by the CEO, has the power to alter or vary the voluntary nature of the employment relationship.
I HAVE CAREFULLY READ THE ABOVE CERTIFICATION AND I UNDERSTAND AND AGREE TO ITS TERMS.
EEOC AND INCLUSION STATEMENT The Memphis Zoo believes that human diversity is as important as the biodiversity we seek to conserve. World-class zoos are comprised of world-class team members representing a variety of backgrounds, perspectives, and skills. We value a diverse workplace and strongly encourage people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, and veterans to apply. The Memphis Zoo is an equal-opportunity employer. Applicants will not be discriminated against because of race, color, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state or federal laws. If you need to request any accommodations for the interview or hiring process, please let the Human Resources team (HR) know. HR can be contacted at hrteam@memphiszoo.org. The Memphis Zoo participates in E-Verify and is an EEO/ADA/Veteran employer.
How to Apply: Applications should be submitted via the Memphis Zoo Careers page. Please note that any other application submissions will not be considered. www.memphiszoo.org/careers.
