Summary: Responsible for providing administrative support in managing properties and events for Yerba Buena Gardens.
Essential Duties and Responsibilities: include the following. Other duties may be assigned.
Assist Yerba Buena Gardens general manager in providing management services, and in drafting agreements stipulating extent and scope of management responsibilities, services to be performed, and costs for services.
Arranges for alterations to, or maintenance, upkeep, or reconditioning of property as specified in management services.
Assists general manager in employing, or contracting for services of, security, maintenance, and grounds keeping personnel and onsite management personnel if required.
Purchases supplies and equipment for use on leased properties.
Prepare periodic inventory of building contents and property condition and forwards listing to General Manager for review.
Coordinates communication system agreed upon by event organizers and approved by Gardens General Manager. Makes sure all events are properly staffed.
Coordinates access for contractors, Center for Arts staff, vendor deliveries and visitors to the Green Room and other areas of the Gardens not open to the public.
Handles daily activity reports and incident reports submitted by security to inform and alert staff.
Assists in written communication as needed by General Manager i.e. letters, spread sheets etc. Notifications regarding operation activities to the on-site coordination member, MJM staff, security, landscaping and janitorial.
Prepares material in advance for General Manager’s attendance at meetings.
Oversees the compilation of information for the monthly narratives. Oversees or prepares the first draft of each narrative for the General Manager’s review.
Supervisory Responsibilities: This job supervises an Administrative Assistant.
Language Skills: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Mathematical Skills: Ability to add, subtracts, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. This person must be able to handle multiple tasks simultaneously, moving form one project to another without confusing the information. Computer Skills: Must be proficient in the Microsoft Suite of applications, including Word, Excel, and PowerPoint. Experience with Adobe Illustrator and QuickBooks skills a plus.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit at long intervals, to talk, to listen and to lift supplies weighing up to thirty pounds. Employee must be able to walk for long periods of time and distances sufficient to thoroughly inspect properties. Must be able to communicate using a two-way radio.
Work Environment: The ideal candidate should work well in a team environment. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
To perform the job successfully, an individual should demonstrate the following competencies:
Analytical - Collects and researches data; Uses intuition and experience to complement data.
Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Uses reason even when dealing with emotional topics.
Project Management - Coordinates projects; Communicates changes and progress; Completes projects on time and budget.
Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Participates in meetings.
Written Communication - Writes clearly and informatively; Edits work for spelling and grammar. Varies writing style to meet needs. Presents numerical data effectively. Able to read and interpret written information.
Teamwork - Balances team and individual responsibilities. Exhibits objectivity and openness to others' views. Gives and welcomes feedback. Contributes to building a positive team spirit. Puts success of team above own interests. Supports everyone's efforts to succeed.
Judgement - Exhibits sound and accurate judgment. Supports and explains reasoning for decisions. Includes appropriate people in decision-making process.
Planning/Organizing - Prioritizes and plans work activities. Uses time efficiently. Organizes or schedules other people and their tasks.
Professionalism - Approaches others in a tactful manner. Reacts well under pressure. Treats others with respect and consideration regardless of their status or position. Accepts responsibility for own actions. Follows through on commitments.
Quality - Demonstrates accuracy and thoroughness. Looks for ways to improve and promote quality. Applies feedback to improve performance. Monitors own work to ensure quality.
Quantity - Meets productivity standards: Completes work in timely manner. Strives to increase productivity. Works quickly.
Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
Attendance/Punctuality - Is consistently at work and on time. Ensures work responsibilities are covered when absent. Arrives at meetings and appointments on time.
Dependability - Follows instructions, responds to management direction and takes responsibility for own actions. Keeps commitments; commits to long hours of work when necessary to reach goals; completing tasks on time or notifies appropriate person with an alternate plan.
Initiative - Volunteers readily; seeking increased responsibilities. Asks for and offers help when needed.
Innovation - Meets challenges with resourcefulness. Generates suggestions for improving work.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
About MJM Management Group
MJM Management Group
Public Space Specialists
MJM’s passion is finding innovative, sustainable and fiscally beneficial solutions to complex urban issues. Since 1991, our award-winning strategists, advisors and managers have activated, re-envisioned and maintained parks, districts and developments to improve their financial and social performance. We are dedicated and involved community stewards. We offer a single source solution for full-service integrated property management needs, place-making development, and special assessment district formation and services.
MJMMG has a proven track record of working with clients to improve the urban experience to benefit the community, property owners and local businesses. For 19 years, we have managed San Francisco’s Yerba Buena Gardens, once a parking lot, and today a place visited by 4.5 million people annually. Our Union Square Live performance series brings thousands of people downtown in support of local businesses and to improve the urban experience.
In San Francisco, MJMMG manages Union Square Park, Yerba Buena Gardens, and the open space at Mission Bay. Elsewhere, we consult with developers, property owners, and governments on public space planning, development, activation, and operations.