Administrative Coordinator, Finance

Monterey Bay Aquarium; Monterey (CA); On-site; USD 36,000 - 40,000; Full time

Job summary

Monterey Bay Aquarium in Monterey, CA, is hiring an administrative support specialist for the Finance team. Under limited supervision, you will assist with system coordination, vendor management, budgeting, and scheduling.

Responsibilities include calendar management for Finance leaders, processing invoices, maintaining office supplies, and generating routine finance reports. Candidates should be organized, able to handle multiple tasks, and quickly learn new software.

Qualifications

• Minimum of 2 years of general office experience, including work with financial systems.
• Must be highly organized and able to handle multiple tasks in a fast-paced environment.
• Demonstrated ability to learn new software platforms quickly (purchasing, contracts, budget, inventory, project management).
• Excellent interpersonal skills and ability to work with diverse stakeholders.

Responsibilities

• Provide general administrative support for the Finance team and calendar support for Finance leaders.
• Set up and update accounts in finance systems; process contracts and purchase orders.
• Monitor invoices, assist Accounts Payable, and support budgeting and reporting tasks.
• Maintain office supplies for local and remote staff and update intranet pages.

Skills

Excellent interpersonal skills

Highly organized

Independently motivated

Ability to learn new technology

Problem solving

Education

Associates or better

Job description

At the Monterey Bay Aquarium, we are passionate about creating an inclusive workplace that celebrates and values diversity. We firmly believe that having a team of diverse backgrounds and voices, working together, increases our capacity to serve our visitors and fulfill our mission. We welcome people from all walks of life into our team and strongly encourage people of color, LGBTQ+ individuals, veterans, and people with disabilities to apply.

Priority deadline for applications is November 4, 2026. Due to the volume of incoming applications, the role may be closed earlier than November 4, 2026.

Job Summary:

Under limited supervision, provide administrative support to the work of the Finance team through system coordination, vendor management, project coordination, budgeting, and scheduling. Perform other duties as required.

Core Activities:

• Provide general administrative support for the Finance team as whole along with calendar support for Finance senior leadership team:
  • Schedule various meetings, including logistics for leaders, project teams and outside vendors.
  • Provide general office support including but not limited to office reception, filing, mail distribution.
  • Capture meeting minutes and follow up as needed with individuals/teams to meet deliverables/due dates as assigned.
• Setup and update accounts in appropriate finance systems.
• Follow up with vendors and internal staff to obtain required information.
• Respond to range of inquiries from internal/external stakeholders.
• Provide routine reporting for various finance activities (e.g., annual 1099, contract management, etc.).
• Process contracts, purchase requests, blanket purchase orders, and purchase orders; monitor invoices as they come in and delegate for department approval; work in Intacct and Adaptive to validate budget and accuracy of billing.
• Provide backup support to Accounts Payable as required (e.g., process AP invoices, verify Purchase Order codes, etc.).
• Process expense reports.
• Maintain and purchase office supplies for local and remote staff.
• Support Ramp expense review, working closely with Expense and Fixed Asset Manager to:
  • Follow up with staff to obtain required information.
  • Resolve and respond to inquiries from internal/external stakeholders (e.g., travel policy, credit card applications, status, etc.).
  • Assign accounting codes to appropriate expenses.
• Update and maintain intranet pages (Tidepool).
• A minimum of 2 years of general office experience including experience working with financial systems.
• Must be highly organized and able to handle multiple tasks and duties simultaneously in a fast paced environment
• Demonstrated ability to learn new 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

Physical Requirements to Perform Essential Job Functions:

• Typical office equipment
• Constant sitting, standing, walking, bending
• Occasional unassisted lifting up to 50 lbs
• Typical office environment, main aquarium and exhibits, occasional offsite events

Hourly Compensation Range:
$25.77-$29.33 USD per hour. Starting rate will vary based on previous experience and relevant skills/knowledge set.

Qualifications

Education

Preferred

Associates or better.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.