Administrative Coordinator, Engineering & Facilities

MFAH•Houston, TX

8d•Onsite

About The Position

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.

Requirements

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
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

Nice To Haves

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

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
Manage the internal chargeback process and administer chargebacks relating to events
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
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
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
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