Administrative Coordinator, Engineering & Facilities

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

• 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
• Aid in the administration of the internal chargeback process and administer chargebacks relating to events
• Support the 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
• Aid in preparing the annual operating budget with the Office Manager and the Department Head
• Aid in creating purchase orders, process all invoices and expenditures through the D365 accounting system for both E&F department, Special Projects, and Exhibitions
• Aid 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
• Aid in safety, emergency preparedness, and administrative support tasks as needed, including assisting with hurricane and disaster preparation, maintaining fire plans, flood plans, and hurricane plans, photographing, documenting, and maintaining files of any property damage and repairs, coordinating with Accounting on insurance claims, managing radio inventory and performing minor repairs to radios, and managing third-party repair as needed
• 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