Administrative Coordinator, Grounds & Housekeeping

Houston Zoo; Houston (TX); On-site; USD 42,000 - 55,000; Full time

Job summary

Houston Zoo is seeking an organized, detail-oriented Administrative Specialist to support Grounds & Housekeeping leadership. You will coordinate staffing, onboarding, and documentation while maintaining data integrity and confidentiality.

Responsibilities include CMMS assistance, reporting, purchasing coordination, and interdepartmental communication. The role requires strong MS Office skills and the ability to manage multiple priorities with professionalism.

Qualifications

• Strong organizational skills and ability to manage multiple projects.
• Excellent oral and written communication.
• Ability to partner with teams and staff at all levels.

Responsibilities

• Provides administrative support to Grounds & Housekeeping leadership, supervisors, and staff.
• Supports department communication, staffing coordination, onboarding, and operational follow-up activities.
• Maintains department records, assignment boards, SOPs, tracking systems, and related administrative tools.
• Assists with training records, compliance tracking, and related documentation while maintaining confidentiality.
• Supports CMMS by assisting with work orders routing, tracking, reporting, and data organization.
• Prepares and maintains reports, labor tracking information, operational summaries, and inventory records.
• Supports purchasing, inventory tracking, and administrative coordination for supplies and equipment.
• Identifies missing information and elevates issues to leadership as appropriate.
• Supports admin coordination for events, storm response, seasonal demands, and cross-department support.
• Coordinates admin communications between Grounds & Housekeeping and other departments.

Skills

Organizational skills

Communication skills

Interpersonal skills

Microsoft Office

Multitasking

Education

Associate degree (AA) or equivalent

Tools

CMMS

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Our Mission

Houston Zoo connects communities with animals, inspiring action to save wildlife.

Our Vision

Houston Zoo will be a leader in the global movement to save wildlife.

Job Duties and Responsibilities

Provides administrative support to Grounds & Housekeeping leadership, supervisors, and staff. Supports department communication, staffing coordination, onboarding, and operational follow-up activities. Maintains department records, assignment boards, SOPs, tracking systems, and related administrative tools in an organized and accessible manner. Assists with training records, compliance tracking, and related documentation while maintaining appropriate confidentiality. Supports department use of the computerized maintenance management system (CMMS) by assisting with work order routing, tracking, reporting, documentation, and data organization. Prepares and maintain reports, labor tracking information, operational summaries, inventory records, and other department data used to support planning, staffing, budgeting, and service delivery. Supports purchasing, inventory tracking, and administrative coordination for department supplies, tools, PPE, uniforms, cleaning materials, event equipment, and related operational resources. Assists with budget tracking, purchasing records, receipt organization, vendor coordination, and other assigned administrative support activities. Identifies missing information, overdue items, inconsistent records, or recurring administrative issues and elevate them to department leadership as appropriate. Supports administrative coordination for Zoo-wide events, storm response, campus recovery, seasonal operational demands, and other department support activities. Coordinates administrative communication and operational support activities between Grounds & Housekeeping and other departments as assigned. Contributes to saving animals in the wild by ensuring materials used on projects are sustainable, and through reduction of waste, water and energy use and inspiring guests and staff to take wildlife protecting actions.

Education and Experience

Associate degree (AA) or equivalent from two-year college or technical school; or equivalent combination of education and experience. Strong organizational skills and ability to manage multiple projects at one time and prioritizes appropriately. General proficiency with Microsoft Office (Excel, Word, Outlook) Excellent oral and written communication skills Strong interpersonal and facilitation skills Ability to partner with teams and with all levels of staff. Complete repetitive tasks while maintaining quality.

About the Houston Zoo

The Houston Zoo is made up of many moving parts with over 6,000 permanent residents (our animals) for whom we provide housing, meals, medical care and yes, even education! There are over 2 million guests each year who come to experience our incredible variety of animals and ecosystems, as well as attend special private and public events and entertainment. Our dedicated staff works around the clock to ensure that the Zoo is always running smoothly for the safety and well-being of our residents and guests. We strive to ensure the protection of all the counterparts of the animals we have at the Zoo and in the wild. Join the Houston Zoo and become a part of an organization that is focused on the preservation of wildlife and their habitats by combining conservation with education and promotion of sustainable livelihoods in the local communities. Houston Zoo is an Equal Opportunity Employer.