Symphony Hall, the home of the world-renowned Boston Symphony Orchestra (BSO), is considered one of the top concert halls in the world in terms of its acoustics. Built in 1900, it is an historic building designated as a national landmark, requiring special care in preservation, restoration, and maintenance.
The Facilities Coordinator plays a linchpin role in the interface between the Facilities maintenance and operations team (both in-house and external service providers) and the customers within the built environment: BSO employees and the concertgoing public. The Coordinator is often the initial contact for customers of Facilities services, so first impression is vital, and follow-through even more so.
Customer Service:Administer the online work reception and dispatch function, monitor and adjust customer service levels, and escort/facilitate vendor visits for various soft services e.g. pest control, vending, filtered water coolers, waste/recycling and shredding, first aid, office supplies, postage metering. Manage Voice of the Customer feedback including conducting periodic surveys of quality and customer service – consolidate and provide to management for assessment.
Scheduling and Planning:Assist Facility Manager in preparing work schedules for House Crew logistics and support for scheduled concerts and events. Coordinate with Event Services and its scheduling system to meet the demands of the event programs at Symphony Hall including functions and meetings.
·Schedule meetings through Outlook, prepare meeting minutes, develop presentation materials, coordinate conference room schedules, arrange logistics (catering and A/V).
·Manage Pops XX Table schedule, ensuring proper allocation among staff and vendors.
·Advise departments on labor estimates for event support and allocate labor charges.
·Arrange for contract labor to supplement regular staff e.g. auditorium changeovers.
·Ensure timely installation of event posters, known as 3 sheets, by House Crew.
Budget Administration and Procurement:Procure MRO (maintenance, repair, and operations) materials, vendor services, and office supplies and printed materials.
·Originate purchase orders, process invoices, assign Chart of Account numbers, reconcile mismatches, retain invoice history. Track budget variances within accounts, and alert management as appropriate.
Contract Administration:Administer maintenance equipment and service agreements, managing a suspense file alerting management when contract renewals are due for review.
·Maintain vendor data base, and arrange for business reviews with key vendor partners, frequency as appropriate (quarterly, semi-annual, annual).
Systems Administration:Perform data entry updates to the Facility Condition Assessment (FCA) system.
·Maintain the work request data base and generate reports for trend analysis.
·Work with Huntington Plaza property manager to generate rent roll reports from the Yardi lease administration system.
·Act as MAC (moves/add/changes) coordinator and space planning administrator.
Regulatory:Consolidate and maintain compliance records, including government licenses and permits, historic commission certifications, fire safety assessments, etc. in audit-ready status for inspections.
·Administer vehicle insurance and registrations, maintenance and accident claims.
·File Certificates of Insurance for vendors.
·Maintain Standard Operating Procedures.
General Administration:Organize and maintain the facilities department office hardcopy files and shared drive files for ready retrieval. Coordinate staff calendars, and arrange training classes. Support Security administration of ID cards, card access system, and emergency notification phone trees. Organize and coordinate the annual parking space lottery, maintain and publicize rules, issue tags, and update records for Security enforcement of parking.
High School diploma or GED required, Vocational-technical schooling, Associates or undergraduate college degree a plus.
3 - 5 years’ experience in administrative and customer service functions in a facilities operation or similar department, especially at a cultural or performing arts institution.
IFMA FMP (Facility Management Professional) or BOMA FMA (Facilities Management Administrator) certification a plus.Strong oral and written communication skills, with emphasis on collaborative style, and exceptional tact on the telephone.
Keen attention to detail, highly organized.Adept at negotiating with vendors to ensure superior delivery of service. Exceptional customer service orientation.Excellent keyboard/computer skills, adept at email correspondence, and an advanced user of Microsoft Office software suite, particularly Outlook, Word, PowerPoint, and Excel. Basic accounting proficiency and analytical skills.Technical aptitude, especially in a maintenance, trades, engineering, design or construction environment.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. The Boston Symphony Orchestra is committed to building a culturally diverse staff and encourages applications from female and minority candidates.
About Boston Symphony Orchestra
The Boston Symphony Orchestra, Inc. engages more people in the remarkable variety and wonder of classical music than any other symphonic organization in the world, bringing music into the lives of millions of people every year. The rich tapestry of offerings by the Boston Symphony, Pops, Tanglewood Music Center and Tanglewood Festival Chorus represent the best that the art form offers. Known for its diverse programs, passionate performances and tradition of innnovation, the Boston Symphony Orchestra has been at the forefront of artistic excellence for more than 135 years.