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 department's mission and institutional objectives.

Responsibilities:

Accounting and Budgets

• Prepare the annual operating budget in close cooperation with the Department Head and Team Leaders
• Maintain account files and track departmental expenses, including purchase orders and credit card purchases
• Coordinate 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 basis
• Monitor and track the budget in Oracle, resolve variances and discrepancies with the Accounting Department with the Department Head and Team Leaders

Inspections, Contracts, and Permits

• Regularly review operating permits and ensure that they are posted and in compliance with relevant City and State regulations
• In close cooperation with the Department Head, manage engineering and facility-related contracts, including renewals and filing
• Submit monthly sub-meter readings and work with city inspectors for meters
• Maintain schedule of work performed to ensure all machinery is inspected annually, including boilers, chillers, backflows, and elevators

 Hurricane & Disaster Preparation

• Coordinate staffing and document labor during hurricanes, storms, and other weather-related events
• Assist the Security Department in scheduling and setting up meals
• Coordinate the procurement of emergency supplies and equipment
• Communicate department updates relating to hurricane/disaster status

Supply Inventory, Ordering, and Contractors

• Oversee the procurement of office supplies and equipment
• Maintain the inventory of maintenance forms and safety gear
• Coordinate uniform sizing for new staff and procurement of uniforms for all department staff

Event Support and Facilities Work Orders

• Support the Administrative Coordinator with managing the EMS service request process and facility work orders process
• Provide 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 team

Travel and Training

• Coordinate all travel arrangements for department staff and oversee the processing of all travel expenses
• Support the coordination of staff training outside of the MFAH

Administrative Support and Additional Responsibilities

• Perform general administrative duties to support the Engineering and Facilities department
• Photograph, document, and maintain files of any property damage and repairs
• Coordinate with Accounting on insurance claims
• In close collaboration with Human Resources to help coordinate staff recruitment and onboarding, ensure that MFAH policies and procedures are being implemented and followed
• Maintain radio inventory and perform minor repairs to radios such as replacement of batteries and antennas; manage third-party repair as needed
• Arrange for all engineer license letters and renewals
• Coordinate movement and pickup of trash and recycling throughout all museum properties
• Assist Chief Engineers to track shift changes, shift coverage, and differential pay
• Perform other duties as assigned

Skills, Knowledge, and Abilities:

• Able to work with a wide variety of individuals and inspire enthusiasm for the MFAH
• Strong interpersonal and customer relation skills and the ability to effectively communicate and interact with Museum employees, outside contractors, and the general public
• 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
• Must be able to work under pressure in a proactive manner, independently and in the presence of tight deadlines
• Must work consistently at the office; ensure work responsibilities are covered when absent and arrive to meetings and appointments on time
• 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
• Conflict management skills, discretion, good judgment, and helpful attitude required
• 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
• Able to communicate effectively both verbally and in writing

Education and Experience:

• A minimum of five years professional experience in an administrative support or management 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 accounting, procurement, and budgeting 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