Database & Administrative Coordinator at COASTAL MAINE BOTANICAL GARDENS

Boothbay, Maine, United States -

Full Time

Start Date

Immediate

Expiry Date

13 Oct, 26

Salary

24.0

Posted On

15 Jul, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Database Administration, Project Management, CRM Management, Data Collection, Data Hygiene, Technical Troubleshooting, Microsoft Excel, Power BI, Customer Service, Written Communication, Verbal Communication, Organizational Skills

Industry

Civic and Social Organizations

Description

Description Coastal Maine Botanical Gardens is hiring a Database & Administrative Coordinator! Are you a savvy project manager who loves data collection and management, is excited about inspiring meaningful connections among people and nature in one of the most beautiful settings in Maine, and committed to supporting the Gardens’ Inclusion, Diversity, Equity, and Accessibility goals? The Database & Administrative Coordinator provides project management and database administration support to the Marketing Department, as well as all database system end users across the organization. This role is responsible for customer service and support within a team, as well as solo data management. This is a Temporary (through March 2027), Full-time (40 hours per week) role. Some weekends and evenings are required from mid-November through January 2. $22.00 - 24.00 hourly, non-exempt Seasonal employees receive personal and sick paid time off, paid holidays, discounts in our culinary and Gardenshop programs, and a Gardens membership. Primary Functions: Database & Systems Management Platform Administration: Support org-wide maintenance of our Customer Relationship Management/Point of Sale (CRM/POS) system, Spektrix. Building/unlocking accounts. Building and adjusting events. Assisting in report builds internally and with our partners at Spektrix. Project managing system issues, elevating to Spektrix customer service when needed. Data Upload: Keep our Power BI dashboards up to date with daily uploads, ensuring teams can track revenue, attendance, and sales trends. Data Hygiene: Perform regular data clean-up, duplicate merging, and quality control to ensure accurate reporting. Marketing Administrative Support Project Management: Serve as administrator for our project management tool, Airtable, ensuring project statuses are updated, and final content and invoices are uploaded. Event Support: Collaborating across all departments, providing administrative support for events, including name tags, menus, signage printing, and coordinating pre- and post-event emails. Survey Monitoring: Review survey responses, code them, and escalate issues to the appropriate department. Requirements Qualifications: 1–3 years in administrative, nonprofit, or event support roles preferred. Experience with a POS/CRM system. Spektrix is preferred. Comfort aggregating data in Microsoft Excel. Power BI skills are a plus. Strong technical troubleshooting skills with a patient, community-focused approach to solutions. Excellent written and verbal communication, with attention to detail. High organizational skills and an interest in supporting a mission-driven, non-profit environment. Physical Requirements: This is a sedentary job that requires repetitive computer use. The work requires standard visual acuity.

Responsibilities

The role provides database administration and project management support for the Marketing Department and organization-wide CRM/POS users. Key duties include maintaining the Spektrix system, managing Power BI dashboards, and providing administrative support for events.