Facilities Administrator

Jan 19 2023
Honolulu Museum of Art |Honolulu|Full Time
Job Description

TO BE CONSIDERED, PLEASE APPLY DIRECTLY AT https://honolulumuseum.org/employment​/

Job Title: Facilities Administrator

Job Status: Full-Time, FLSA Exempt

Work Hours: Monday - Friday, 8:00 a.m. - 5:00 p.m. Some evenings and weekends as necessary.


Job Summary:

Under the general direction of the Facilities Manager, the Facilities Administrator executes and oversees the administrative processes of the Facilities Department at the Honolulu Museum of Art. This position supports department management and staff and ensures effective daily operations.


Minimum Qualifications:

  • Minimum of 2 years of experience with professional, comprehensive knowledge of an office administrative position.
  • Experience with basic business procurement processes, to include purchasing, processing invoices, shipping and receiving, and maintenance of records.
  • Ability to use Microsoft Office effectively.
  • Ability to maintain and cultivate supportive, can-do attitudes in a dynamic environment.
  • Ability to help coordinate activities, work collaboratively, and communicate with diverse stakeholders, to include contractors, vendors, and multiple departments across the museum.
  • Ability to embrace evolving technologies and processes.
  • Ability to take initiative.
  • Strong customer service and organizational skills.
  • Strong written and verbal communication skills.

Desired Qualifications:

  • Successful office manager experience.
  • Familiarity with maintenance management systems and processes, to include work order management (alternatively, familiarity with enterprise resource planning systems and processes would be desirable).
  • Ability to multi-task in a busy, fast-paced environment.
  • Expertise with Microsoft Office applications.
  • Strong knowledge of Excel, spreadsheets, and databases.
  • Highly organized with strong attention to detail.

Core Competencies:

  • Adaptability
  • Cost Consciousness
  • Initiative and Judgment
  • Planning and Organizing
  • Professionalism
  • Technical Proficiency

Essential Duties:

  • Oversees and/or conducts administrative tasks pertaining to care and operation of the HoMA campus. 
  • Processes Facilities Department invoices and interfaces with the HoMA Finance Department accordingly. Assists with monitoring and tracking of Facilities Department spending, as well as budget preparation. 
  • Maintains vendor/contractor data applicable to the Facilities Department. Ensures the renewal of registrations, certifications, etc. under the purview of the Facilities Department.
  • Serves as system administrator for HoMA’s computerized maintenance management system. Maintains asset hierarchies, preventive maintenance requirements, corrective maintenance requirements, and associated data. 
  • Oversees the issuance and management of work orders; provides related assistance to the Facilities Manager with respect to department tasking and scheduling.
  • Maintains the physical and digital Facilities Department filing systems; oversees the records and retention needs of the department; retrieves information from records, emails, and other documents.
  • Oversees and/or conducts purchasing activities supporting the Facilities Department (e.g., Facilities Department materials, equipment, and supplies).
  • Oversees and/or conducts specified procurement activities managed by the Facilities Department on behalf of the larger HoMA staff (e.g., office furniture).
  • Oversees and/or conducts museum shipping and receiving processes.
  • Oversees an assistant with respect to all of the above duties. Delegates primary responsibility for select duties, in particular shipping/receiving and procurement support to the larger HoMA staff, to the assistant. In the absence of the Assistant Facilities Administrator, conducts those duties.
  • Assists the Facilities Manager with research in areas such as construction, vendors, and policies as necessary.
  • Assists with accessibility initiatives across the campus.
  • Assists with historical preservation initiatives.
  • Demonstrates a commitment to fostering, cultivating, and preserving a culture of diversity, equity, and inclusion through respectful communication and cooperation with others at all times, continuous training, and modeling inclusive behaviors.
  • In partnership with the Human Resources Department, supports the museum leadership team in ensuring equitable experiences, strengthening inclusion acumen, and promoting a culture of inclusivity and belonging that embraces the contributions of all staff.
  • Carries out other duties as assigned by the Facilities Manager.

Traits and Characteristics:

  • Sets a standard for organization within the Facilities Department.
  • Eager and able to develop expertise with new tools and techniques.
  • Inspires confidence amongst Facilities Department and other HoMA employees.
  • Sets an example for clear and effective communication across the organization.
  • Fosters appreciation of safe work practices and regulatory compliance.
  • Initiates and sustains momentum without close supervision.

Working Conditions and Atmosphere:

Work can be performed with short deadlines and in sensitive, mission-critical situations. Regular office hours are required. Evening and weekend work may be required on a limited basis. Ability to move items weighing 20 pounds, and occasionally up to 40 pounds, is required. Work will occasionally require ability to climb, balance, stoop, kneel, crouch, or crawl.


Diversity, Equity, Accessibility, and Inclusivity:

HoMA welcomes people from all backgrounds and walks of life, and this is reflected in our diverse community of employees. We encourage applications from candidates across a wide variety of backgrounds, including, but not limited to, people of all races and ethnicities, people with disabilities, women, veterans, and all members of the LGBTQ community.


Equal Employment Opportunity:

HoMA is proud to be an equal opportunity employer and is committed to providing equal opportunity for all employees and applicants. HoMA recruits, hires, trains, promotes, compensates, and administers all personnel actions and benefit programs without regard to race, color, ancestry, religion, sex, including pregnancy and gender identity and expression, national origin, age, disability, sexual orientation, reproductive health decisions, marital status, arrest and court record, citizenship, credit history, military and veteran service, victim of domestic violence or sexual abuse victim status, genetic information, or any other characteristic protected by applicable federal, state or local law.


The statements contained herein describe the scope of the responsibilities and essential functions of this position but should not be considered an all-inclusive listing of work duties and requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload.


HoMA maintains a policy of nondiscrimination in all employment practices and decisions, ensuring equal employment opportunities for all qualified individuals. This applies to both HoMA employees and applicants for employment with the museum. Any form of harassment of any employee because of any protected status is also prohibited.