Administrative Coordinator, Engineering & Facilities

Administrative Coordinator, Engineering & Facilities

Position Summary
:
The Administrative Coordinator serves as the operational backbone of the Engineering and Facilities department, functioning like an event planner in coordinating and fulfilling service requests across the museum. The top priority of this role is ensuring seamless fulfillment of services through Facility Work Orders and EMS Service Orders/Requests. The 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

• Receive and process 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 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.

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…