Coordinator, Facilities Admin

24 hours ago

New Haven, Connecticut, United States The Woodruff Arts Center Full time
Woodruff Arts Center employees play an integral role in creating and supporting great art and education initiatives at the nation's third largest arts center. Comprised of three Art Partners—Alliance Theatre, Atlanta Symphony Orchestra and High Museum of Art—there's a role for everyone at The Woodruff.

Reports to:

Executive Director

FLSA:

United States of America (Exempt)

Employment Status:

Regular/Full time

The Facilities Administrative Coordinator is an essential member of the Alliance Theatre Shared Services Facilities Team. This role provides administrative, financial, and logistical support to the Director of Facilities and the broader Facilities team, with a primary focus on processing, tracking, and reconciling expenses. The Facilities Administrative Coordinator will serve as a key liaison between the Facilities team, Arts Partners (Alliance Theatre, High Museum of Art, Atlanta Symphony Orchestra, and Woodruff Arts Center Services), and contracted vendors. This position helps ensure that facilities operations run smoothly, accurately, and on schedule.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Process housekeeping and facilities invoices in a timely and accurate manner.

• Review invoices for accuracy; follow up with vendors and escalate discrepancies as needed.

• Track completed work and monitor outstanding or missing invoices.

• Pull, review, and analyze reports to support forecasting and budgeting processes.

• Provide expense reporting and assist with monitoring overall expenses, including alerting the team to potential overruns.

• Serve as the primary liaison between Arts Partners and the Facilities team.

• Serve as the liaison between contracted services and the Facilities team.

• Coordinate repair schedules and support day-to-day logistics for the Facilities team.

• Assist in processing expense reports for Facilities staff.

• Partner with the Finance team to track, accrue, and reconcile expenses not yet processed.

• Perform additional administrative or operational duties as assigned.
 

QUALIFICATIONS AND COMPETENCIES:

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required.

• High school diploma required; bachelor's degree or equivalent experience in a related field preferred.

• Prior experience in administrative, operations, or finance-related roles preferred.

• Strong attention to detail with excellent organizational, analytical, and time-management skills.

• Clear and effective communication skills are important.

• Proficiency in Microsoft Office (Excel, Word, PowerPoint) is preferred.

• Experience with Workday or other accounting/ERP software is a plus.

• Self-motivated with the ability to work independently as well as collaboratively with a team.

• Demonstrated reliability in follow-up and follow-through.

PHYSICAL DEMANDS/WORK ENVIRONMENT:
The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Necessary accommodation will be made to enable individuals with disabilities to perform the essential functions.

• This position requires sitting and frequent computer use.

• The noise level in the work environment is usually moderate.

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