Office Manager, Engineering & Facilities

MFAH•Houston, TX

27d•Onsite

About The Position

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.

Requirements

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
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

Nice To Haves

Experience with D365/AX software preferred
Experience in the mechanical, construction, or facilities fields preferred
Experience in accounting, procurement, and budgeting preferred

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