Office Manager, Engineering & Facilities

Office Manager, Engineering & Facilities

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.

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 :

Hurricane & Disaster Preparation :

Supply Inventory, Ordering, and Contractors :

Event Support and Facilities Work Orders :

Travel and Training :

Administrative Support and Additional Responsibilities :

Skills, Knowledge, and Abilities :

Education and Experience :

Equal Opportunities for All :

At the MFAH, we believe that diversity, equity, accessibility, and inclusivity are fundamental to our organization. We welcome all candidates whose experience has prepared them to contribute to our organization and our pledge for workplace diversity, inclusion, and excellence.

Our commitment to our policy and practice of nondiscrimination represents more than good intentions. It provides for employment decisions that are made without regard to race, creed, color, age, gender, sexual orientation, religion, national origin, gender identity or expression, genetic information, disability, or veteran status, or any other protected characteristic as established by law or any other reason unrelated to your ability to join and contribute to our organization and support our mission to provide a museum experience for all.

Research shows that individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.

The MFAH is equally committed to the full inclusion of all qualified individuals interested in employment with the organization. As part of this commitment, we want to ensure that persons with disabilities are provided reasonable accommodation needed to 1) participate in the job application or 2) interview process; 3) perform essential job functions; and / or 4) participate in the benefits and privileges of employment with the MFAH. If reasonable accommodation is needed, please contact the human resources department : HR@mfah.org