: Facility Coordinator Reports to
: Executive Assistant to CEO Employment Type
: Full-time, 37.5 hours, exempt status. Department
: Administration Compensation
: Competitive salary and excellent benefits.
Interested candidates should forward a résumé and a detailed email cover letter to firstname.lastname@example.org
with “Facility Coordinator” in the subject line. Submissions without cover letters will not be reviewed. No phone calls please. Only those who are qualified will be contacted via email for an interview. POSITION OVERVIEW
Reporting directly to the Executive Assistant to the CEO, the Facility Coordinator will oversee the day-to-day facility processes of the museum, which serves more than 60,000 visitors annually.
The Facility Coordinator is responsible for guiding and overseeing the building and grounds contractors, serves as building coordinator with all third-party vendors and as primary contact for museum/facility issues. This position will also work with a variety of departments to coordinate and evaluate the Taft Museum of Art’s operations, policies, and procedures, and to ensure proper maintenance and safety procedures are implemented to safeguard staff, visitors, and museum property.
This position will ensure that all operational activities and environments reflect the museum’s mission and core values. The role requires flexibility in the daily routine to meet the needs of the museum; the individual must be approachable, responsible, and a team player. The work is both independent and collaborative in nature; teamwork is critical to success, as the role works with a variety of staff, volunteers, vendors, and visitors. This position requires confidentiality, integrity, understanding, and high ethical standards. Excellent public/interpersonal verbal and written communication, time management, organizational, and computer skills are required. ROLES AND REPONSIBILITIES
Facility Maintenance and Contractors
- Point person for all facility contractors: facility maintenance, phone system, cleaning.
Monitors contractors to ensure they maintain the facility’s physical assets, including HVAC, plumbing, electrical, and mechanical systems. Ensures maintenance and repair are done as needed and on a regularly scheduled basis throughout the museum-owned facility by conducting regular inspections of buildings and grounds and making recommendations for improvements and repairs.
- Establishes and maintains good working relationships with vendors, outside contractors, firms, and individuals providing services to the museum, such as police, fire, and other governmental agencies.
- Leads the process of developing operating policies and procedures, and oversees building maintenance.
- Implements general policies established by the Board of Directors and management.
- Consistently ensures that the museum is operated in accordance with all applicable local, state, and federal laws.
- Develops, coaches, and leads the custodial/maintenance contractors, fostering a positive work environment that encourages collaboration and diversity of styles and thinking. Budgets
- Coordinates development of operating and capital budgets per the budget calendar; monitors monthly and other financial statements for the museum; takes effective corrective action as required. Maintains as-built plans for the facility inside and outside the museum; oversees work and manages costs and time.
- Establishes and monitors annual goals and budgets for the department. Museum Cross-Coordination
- closely with multiple departments to determine demands of programming, and special events, including but not limited to effective lighting, plumbing, electrical, audio-visual needs, etc., collaborating to design practical solutions to meet the requirements within time and budget.
- Is responsible for the care and maintenance of the historic house, which is on the National Historic Register and is overseen by the curatorial staff.
- Participates on Museum’s Building & Grounds Committee.
- Assists in the updating, testing and monitoring of the museum’s emergency procedures.
- Effectively ensures proper procedures are used for tour groups, volunteer groups, and events.
- Ensures proper cleanliness and sanitation of all museum facilities and environments.
- Attends meetings as assigned: Lytle Park, Downtown Cincinnati Inc.
- Performs other duties as assigned. EDUCATION AND EXPERIENCE
- 3-–5 years of progressive facility work related experience and supervision of contractors and staff associated with facility operations and services.
- Some college preferred; comprehensive documented knowledge of methods and techniques of the trade (facilities, maintenance, safety, etc.).
- Experience in vendor management/performance and negotiation of contracts, including analyzing of RFPs and vendor bids to determine best course of action.
- Ability to track expenses and work with a budget, create reports, and maintain formal maintenance records.
- Ability to communicate via phone, email and text messaging. Proficient in Microsoft office suite products and applications, including Excel spreadsheets and email. REQUIRED COMPETENCIES (SKILLS) - Planning & Organizing
: Strong organizational skills that reflect ability to prioritize and perform multiple tasks seamlessly with excellent attention to detail. Proficiency at improving work methods and procedures as a means toward greater efficiency. - Personal Accountability
: Accountable for assigned responsibilities; sees tasks through to completion in a timely manner. Has a sense of urgency on important matters that impact the facility and the safety of the staff, volunteers, and visitors. Ability to work independently and with minimal supervision. Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment. - Communication and Enrollment
: Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, volunteers, donors and contractors. Expert written and verbal communication skills. Calm demeanor, especially in a crisis. - Collaboration/Teamwork
: Ability to work cooperatively with supervision or as part of a team. Highly resourceful team player, with the ability to also be extremely effective independently. - Problem Solving/Judgment
: Adeptness at analyzing facts, problem-solving, decision-making, and demonstrating good judgment. Emotional maturity. Ability to make sound decisions and good judgment within the guidelines of museum policy and procedures. Forward-looking thinker, who actively seeks opportunities and proposes solutions. Demonstrated proactive approaches to problem-solving with strong decision-making capability. - Mission Focus
: Embraces the mission of the museum and all strategic documents. Integrates these documents into daily work. - Visitor Experience
: Demonstrates the highest level of service and response to the board of directors, the director, staff, volunteers, and visitors. - Professionalism/Confidentiality
: Proven ability to handle confidential information with discretion, and to adapt to various competing demands. Must be able to perform duties in a professional manner and appearance that reflects favorably on the Taft Museum of Art and adhere to the museum’s code of ethics, employee handbook, and other organizational policies. ABOUT THE TAFT MUSEUM OF ART
The Taft Museum of Art is one of the finest small art museums in America. A National Historic Landmark built in 1820, the Taft is home to an extensive art collection that includes European and American master paintings, Chinese porcelains, and European decorative arts. Among the treasures are major works by Rembrandt, Hals, Goya, Gainsborough, Reynolds, Turner, Ingres, Whistler, and Sargent, as well as the greatest Gothic ivory sculpture in America. COMMENTS
A competitive compensation plan to include excellent benefit package of medical, dental, life, 401(k), free parking, and café and shop discounts.
No phone calls please. Only those who are qualified will be contacted via email for an interview. Interested candidates should forward a résumé and a detailed email cover letter to email@example.com
with “Facility Coordinator” in the subject line. Submissions without cover letters will not be reviewed. The successful candidate must be able to accommodate a flexible schedule that includes special meetings and events outside regular core work hours.
The Taft Museum of Art is an equal opportunity employer and is committed to building an inclusive environment that welcomes and values diversity. This includes our staff, board of directors, volunteers and visitors. As an organization, we recognize the importance of attracting and retaining talented people of different backgrounds. We understand how a diverse work team of staff; board of directors and volunteers benefits our organization by enabling us to draw upon a richness of resources. We want all our team members to feel appreciated for their uniqueness, so we work to foster an environment that provides everyone equal access to information and opportunities. This ensures that each person learns, grows, excels and maximizes his or her personal contributions. The Museum will thus be able to tap into a greater wealth of knowledge, perspectives, and experiences to develop and deliver programs and services to an increasingly diverse audience.