Position Summary

The Administrative Coordinator serves as the operational backbone of the Engineering and Facilities department, functioning much like an event planner in coordinating and fulfilling service requests across the museum. As part of a service-providing department, the top priority of this role is ensuring seamless fulfillment of services through Facility Work Orders and EMS Service Orders/Requests. This position also supports work scheduling and provides administrative assistance with budgeting and procurement, requiring excellent organizational skills and the ability to coordinate effectively across multiple MFAH departments while supporting the Office Manager and E&F team.

Responsibilities:

  Event Support and Facilities Work Orders

• 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

  Work Scheduling and Assignments

• 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

  Accounting and Budgets

• 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

  Supply Inventory, Ordering, and Contractors

• 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

  Safety, Emergency Preparedness, and Administrative Support

• 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

Skills, Knowledge, and Abilities:

• 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

Education and Experience:

• 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
• Experience with D365/AX software preferred
• Experience in the mechanical, construction, or facilities fields preferred
• Experience in event coordination, logistics management, or service fulfillment preferred

Equal Opportunities for All

At 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: HR@mfah.org