Office Manager, Engineering & Facilities at MFAH

Position Summary:The Office Manager serves as the senior administrative leader of the Engineering and Facilities department providing strategic oversight of financial operations payroll administration regulatory compliance and emergency preparedness initiatives. This position is responsible for managing the departmental budget maintaining critical operating permits and contractual agreements coordinating disaster response protocols and providing backup support to the Administrative Coordinator as needed. Success in this role requires advanced financial acumen exceptional organizational capabilities and the ability to manage complex operational systems in support of the departments mission and institutional objectives.Responsibilities:Accounting and BudgetsPrepare the annual operating budget in close cooperation with the Department Head and Team LeadersMaintain account files and track departmental expenses including purchase orders and credit card purchasesCoordinate the preparation of purchase orders receipt of supplies and confirmation of services within Microsoft Dynamics 365.Submit finalized purchase orders along with corresponding invoices to the accounting department for processing. Monitor and follow up on outstanding purchase orders and overdue invoices to ensure timely resolution for E&F department Special Projects and Exhibitions.Reconcile department expense reports on a monthly basisMonitor and track the budget in Oracle resolve variances and discrepancies with the Accounting Department with the Department Head and Team LeadersInspections Contracts and PermitsRegularly review operating permits and ensure that they are posted and in compliance with relevant City and State regulationsIn close cooperation with the Department Head manage engineering and facility-related contracts including renewals and filingSubmit monthly sub-meter readings and work with city inspectors for metersMaintain schedule of work performed to ensure all machinery is inspected annually including boilers chillers backflows and elevatorsHurricane & Disaster PreparationCoordinate staffing and document labor during hurricanes storms and other weather-related eventsAssist the Security Department in scheduling and setting up mealsCoordinate the procurement of emergency supplies and equipmentCommunicate department updates relating to hurricane/disaster statusSupply Inventory Ordering and ContractorsOversee the procurement of office supplies and equipmentMaintain the inventory of maintenance forms and safety gearCoordinate uniform sizing for new staff and procurement of uniforms for all department staffEvent Support and Facilities Work OrdersSupport the Administrative Coordinator with managing the EMS service request process and facility work orders processProvide backup as needed in Event Management System (EMS) and the E&F SharePoint site for coordinating information and assigning tasks or event support to the E&F teamTravel and TrainingCoordinate all travel arrangements for department staff and oversee the processing of all travel expensesSupport the coordination of staff training outside of the MFAHAdministrative Support and Additional ResponsibilitiesPerform general administrative duties to support the Engineering and Facilities departmentPhotograph document and maintain files of any property damage and repairsCoordinate with Accounting on insurance claimsIn close collaboration with Human Resources to help coordinate staff recruitment and onboarding ensure that MFAH policies and procedures are being implemented and followedMaintain radio inventory and perform minor repairs to radios such as replacement of batteries and antennas; manage third-party repair as neededArrange for all engineer license letters and renewalsCoordinate movement and pickup of trash and recycling throughout all museum propertiesAssist Chief Engineers to track shift changes shift coverage and differential payPerform other duties as assignedSkills Knowledge and Abilities:Able to work with a wide variety of individuals and inspire enthusiasm for the MFAHStrong interpersonal and customer relation skills and the ability to effectively communicate and interact with Museum employees outside contractors and the general publicExcellent organizational skills with the ability to focus on details; effectively prioritize and handle multiple tasksDisplay 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 decisionsMust be able to work under pressure in a proactive manner independently and in the presence of tight deadlinesMust work consistently at the office; ensure work responsibilities are covered when absent and arrive to meetings and appointments on timeKnowledge 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 accrualsUnderstanding of engineering and maintenance terminologyConflict management skills discretion good judgment and helpful attitude requiredBalance team and individual responsibilities; exhibit objectivity and openness to others views; give and welcome feedback; contribute to building a positive team spirit and support everyones efforts to succeedDiscretion and the ability to maintain confidentialityAble to communicate effectively both verbally and in writingEducation and Experience:A minimum of five years professional experience in an administrative support or management functionBachelors degree or equivalent combination of experience and education from which comparable and demonstrable knowledge skills and abilities have been achievedExperience with D365/AX software preferredExperience in the mechanical construction or facilities fields preferredExperience in accounting procurement and budgeting preferredEqual Opportunities for AllAt the MFAH we believe that diversity equity accessibility and inclusivity are fundamental to our organization. We welcome all candidates whose experience has prepared them to contribute to our organization and our pledge for workplace diversity inclusion and excellence.Our commitment to our policy and practice of nondiscrimination represents more than good intentions. It provides for employment decisions that are made without regard to race creed color age gender sexual orientation religion national origin gender identity or expression genetic information disability or veteran status or any other protected characteristic as established by law or any other reason unrelated to your ability to join and contribute to our organization and support our mission to provide a museum experience for all.Research shows that individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore if much of this job description describes you then you are highly encouraged to apply for this role.The MFAH is equally committed to the full inclusion of all qualified individuals interested in employment with the organization. As part of this commitment we want to ensure that persons with disabilities are provided reasonable accommodation needed to 1) participate in the job application or 2) interview process; 3) perform essential job functions; and/or 4) participate in the benefits and privileges of employment with the MFAH. If reasonable accommodation is needed please contact the human resources department:Required Experience:IC Key Skills Computer Skills,Management Experience,Facilities Management,HVAC,CMMS,Ammonia Refrigeration,HVAC/R,Maintenance Management,OSHA,Maintenance,Budgeting,Supervising Experience Employment Type : Full-Time Experience: years Vacancy: 1