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Museum of Fine Arts, Houston · 1 month ago

Office Manager, Engineering & Facilities

Houston, TX

Full-time

Onsite

Senior Level

5+ years exp

Museum of Fine Arts, Houston is seeking an Office Manager for their Engineering and Facilities department. The Office Manager will provide strategic oversight of financial operations, payroll administration, and regulatory compliance while managing the departmental budget and coordinating disaster response protocols.

Responsibilities

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

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

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

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

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

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

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

Qualification

Financial acumenBudget managementMicrosoft Dynamics 365Accounting knowledgeProcurement experienceFacilities managementCustomer relationsBasic software proficiencyEmergency preparednessInterpersonal skillsOrganizational skillsConflict managementCommunication skillsTeam collaborationConfidentialityDecision makingTime managementAttention to detail

Required

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

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