Facilities & Visitor Services Manager
BSA Space is Boston’s leading center for architecture and design exploration. BSA Space hosts design exhibitions, discussions, competitions, workshops, youth and family programs, professional development classes, movies, and more. It is also home to the Boston Society of Architects/AIA (BSA/AIA) and the BSA Foundation (Foundation). The BSA/AIA, by serving the architecture profession, and the BSA Foundation, by working with the public, pursue a common goal to use design to create better communities, improve people’s quality of life, and promote policy that results in a more equitable vibrant city.
The staff is vital to the organizations’ success.
All staff members share the following core responsibilities:
The Facilities and Visitor Services Manager is a full time, hourly position. Standard hours are 7:30 am-4:30 pm, but may vary based on event needs at BSA Space.
- Provide outstanding service and ensure a welcoming culture for members, allies and guests
- Answer basic questions about benefits, services and programs.
- Provide member care and customer service responses to frequently asked questions
- Advocate for and communicate the importance of “design matters”
- Stay current on developments in architecture and your areas of responsibility
- Maintain a flexible and collaborative attitude, working with other staff on projects, events, duties and assignments as required
Weekend coverage may occasionally be required.
Tasks are outlined below.
- Manage daily usage of conference rooms and gallery
- Assist in managing room assignments and event details in Outlook Shared calendar
- Set up and breakdown for conference room and gallery activities, including furniture, AV needs and amenities
- Order food for all committee meetings and staff meetings when needed
- Cleaning and reset all meeting rooms after use and regularly throughout the day
- Manage vendors and contractors for supplies, repairs, upkeep and other needs for the gallery, meeting rooms, kitchens and BSA office
- Manage and oversee upkeep of equipment and supplies for the gallery and meeting rooms including obtaining refreshments for routine breakfast and lunch meetings
- Manage off-site storageMonitor all areas of BSA Space for equipment and maintenance needs; advise BSA management and/or building management as neededAssist with exhibitions manager and curators on all exhibit installations and de-installations
- Opening up BSA Space between 7:30AM(sometimes earlier) and staying till 4:30pm (sometimes later) depending on evening events
- Other projects as assigned
- Greet all guests coming into BSA Space and assist and direct where needed
- Stay generally aware of exhibition and program content
- Answer phones at front desk and respond to all telephone inquiries
- Process parking validations
- Process all incoming and outgoing mailManage copier/printer in mail room
- Manage postage machine
- Manage AIA Documents sales and inventory, both online orders and walk-ins
- Manage ARE materials lending library and other BSA reference materials
- Ordering food for all committee meetings and staff meetings when needed
- Process online orders and walk ins for AIA documents
- Forward and manage all incoming faxes and generic BSA email account
Independent action:This position works closely with staff members and reports directly to the managing director of communications. The successful candidate must work well collaboratively as well as independently and will demonstrate initiative, ability to prioritize, strong attention to detail, follow-through, diplomacy, and tact. Work will involve close collaboration with the exhibitions and communications manager, and the manager of committee engagement and technology.
This position requires a high school degree or equivalent and experience with both facilities management and in an office setting. Should also include experience in operations, events management, or customer service. Non-profit or association experience and familiarity with the New England building industry associations and companies a plus. Basic computer and internet skills required. This position requires the ability to establish and maintain effective working relationships with colleagues. Physical work is part of the daily tasks associated with this position, so candidates should be comfortable working on their feet and must able to lift 40 pounds. This position requires a commitment to diversity and a personal approach that values the individual and respects differences of race, ethnicity, age, gender, sexual orientation, gender identity, religion, ability and socio-economic circumstance.
How To Apply:
The BSA/AIA offers competitive salaries, excellent healthcare and other benefits including a 401(k) plan. We actively seek candidates of diverse racial and ethnic backgrounds.
Send resume and cover letter to email@example.com. No phone calls, please.
December 14, 2018
About this Organization:
About the Boston Society of Architects/AIA and the BSA Foundation
The Boston Society of Architects/AIA (BSA/AIA) is committed to professional development for its members, advocacy on behalf of great design and, together with its sister organization, the BSA Foundation, sharing an appreciation for the built environment with the public at large. Established in 1867, the BSA today consists of nearly 4,500 members and produces content for a diverse array of programs and publications, including ArchitectureBoston Expo and ArchitectureBoston magazine. A chapter of the American Institute of Architects, the BSA/AIA is a nonprofit, professional-service organization. For more information, visit architects.org.