Office & Visitor Services Manager - The Energy People

SUMMARY

Reporting to the Executive Director, the Office & Visitor Services Manager is responsible for overseeing and coordinating day-to-day office operations, ensuring efficiency and effectiveness. This role involves managing the Visitor Services staff and implementing schedules for each museum to ensure coverage for tours and events and facilitating a productive work environment. Additionally, this role works closely with the Museum’s Accounting and Human Resources consultants on day-to-day requests, and projects.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides administrative support to Management.
• Supervises Visitor Services department.
• Assigns Visitor Services work duties for each Museum and events.
• Manage relationships with office vendors and service providers.
• Delegate tasks and responsibilities to ensure smooth office operations.
• Oversee the maintenance of office equipment.
• Receives and distributes daily mail.
• Bank deposits as needed.
• Orders all office supplies.
• Manages museum office supply and gift shop inventory.
• Maintains museum calendars for holidays, meetings and various events.
• Distribute information and announcements to staff.
• Gathers employee vacation days, sick leave and submits to HR as well as any additional documents related to employees.
• Acts as liaison to HR Consultants and Accounting Consultants to ensure delivery of employee and accounting documents.
• Assists with Board Meeting materials as needed.
• Acts as liaison between the museum’s accounting firm and to the Treasurer of the Board of Trustees, as directed by the Executive Director.
• Collect and coordinate credit card receipts and assist accounting with reconciliation.
• Performs other duties as assigned by the Executive Director.

 KNOWLEDGE, SKILLS, AND ABILITIES

• Strong organizational and multitasking abilities, manage time well and prioritize responsibilities.
• Excellent communication and interpersonal skills.
• Leadership and team management skills.
• Problem-solving and decision-making capabilities.
• Has strong oral and written communication skills.
• Performs duties and responsibilities with a focus on customer service.
• Proven experience in office management or a related role.
• Familiarity with office software and equipment.
• Works well and collaborates effectively with a wide range of audiences and stakeholders, including staff volunteers, educators, funders, sponsors, members, general public, and other constituencies.
• Must work effectively in a team setting and collaborate across the organization.
• Proficient in Microsoft Suite (Excel and Word, required).
• Ability to work some evening and weekend events as required.
• Ability to work offsite, including outdoors.
• Must be able to lift up to 30 lbs.

EXPERIENCE AND EDUCATION

• Three (3) to Five (5) years of relevant office management experience required
• Prior experience supervising a team
• Prior office management experience in a museum or non-profit environment or related field, preferred
• High School Diploma required