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Museum of Fine Arts, Houston · 1 month ago

Administrative Coordinator, Engineering & Facilities

Houston, TX

Full-time

Onsite

Mid, Senior Level

5+ years exp

The Museum of Fine Arts, Houston is seeking an Administrative Coordinator for their Engineering and Facilities department. This role is responsible for coordinating service requests, managing work schedules, assisting with budgeting, and providing overall administrative support to ensure the seamless operation of the department.

Museums & Institutions

Responsibilities

Support the E&F department by receiving and processing all facilities work orders, EMS service requests, BEOs, and IERFs for events submitted by all MFAH departments

Coordinate facility work order assignments with Electrical, Lighting, HVAC, Operations, Groundskeeping, and Building Services Assistants

Work with the Event Management System (EMS) to verify event information, approve service requests, and coordinate and assign information to the E&F team for fulfillment

Regularly monitor and update EMS and department SharePoint site to inform staff of changes to events

Communicate with all MFAH departments regarding their E&F needs for their events and attend meetings or event walkthroughs on behalf of the department

Manage the department email for event or facility work order related inquiries

Administer the event support process for the department, updating it as needed, and train E&F team on using the SharePoint site

Manage the internal chargeback process and administer chargebacks relating to events

Support Chief Engineers and Head of Department in creating and distributing work schedules

Maintain a calendar of special events and update status of maintenance work in close collaboration with the Chief Engineers

Create event schedules with input from Chief Engineers

Assist the Office Manager in maintaining the department's daily schedule

Assist in preparing the annual operating budget with the Office Manager and the Department Head

Assist in creating purchase orders, process all invoices and expenditures through the D365 accounting system for both E&F department, Special Projects, and Exhibitions

Assist in reconciling department expense reports on a monthly basis

Procure supplies and equipment for E&F department

Maintain the inventory of maintenance forms and safety gear

Coordinate uniform sizing for new staff and procurement of uniforms for all department staff

Assist the Office Manager in preparation and post-event tasks as needed for hurricane and disaster preparation

Maintain up-to-date fire plans, flood plans, and hurricane plans with EHS Manager

Photograph, document, and maintain files of any property damage and repairs

Coordinate with Accounting on insurance claims

Maintain radio inventory and perform minor repairs to radios such as replacement of batteries and antennas; manage third-party repair as needed

May be required to provide support to the Office Manager by tracking shift changes, shift coverage, and differential pay

Perform other duties as assigned

Qualification

Microsoft OfficeD365/AX softwareEvent coordinationBudget managementInterpersonal skillsOrganizational skillsCommunication skillsDecision makingConfidentiality

Required

A minimum of five years professional experience in an administrative support function

Bachelor's degree or equivalent combination of experience and education from which comparable and demonstrable knowledge, skills and abilities have been achieved

Knowledge of general business software and ability to learn new applications; proficiency in Microsoft Office (Word, Excel, Visio)

Basic accounting knowledge to handle budget projections and accruals

Understanding of engineering and maintenance terminology

Strong interpersonal and customer relation skills with the ability to effectively communicate and interact with Museum employees, outside contractors, and the general public

Able to communicate effectively both verbally and in writing

Able to work with a wide variety of individuals and inspire enthusiasm for the MFAH

Excellent organizational skills with the ability to focus on details; effectively prioritize and handle multiple tasks

Display willingness to make decisions; exhibit sound and accurate judgment; support and explain reasoning for decisions; include appropriate people in decision-making process and make timely decisions

Able to work under pressure in a proactive manner, independently and in the presence of tight deadlines

Comfortable working in an industrial facilities environment

Balance team and individual responsibilities; exhibit objectivity and openness to others' views; give and welcome feedback; contribute to building a positive team spirit and support everyone's efforts to succeed

Discretion and the ability to maintain confidentiality

Must work consistently at the office; ensure work responsibilities are covered when absent and arrive to meetings and appointments on time