Property Operations Assistant

Basic Qualifications

High school graduate or equivalent; 3+ years' related work experience.

Additional Information

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines.

Position Description

• Coordinates staging, logistical management of materials, shipping and receiving activity.

• Manages and coordinates routine daily and weekly pickups and deliveries, such as trash removal, vending machine deliveries, and FedEx, Amazon and shipments.

• Coordinates shipping and receiving activity with the registrars in the Collections Management Division, the Facilities Department and the Security Department. Coordinates schedule adjustments with the Facilities Department and Collections Management Division in order to maximize assigned resources (staff & facilities).

• Maintains the security of the loading dock at all times, ensuring that only authorized personnel have access to the area and enforcing strict security protocols.

• Maintains knowledge of and adheres to safety protocols and procedures to prevent accidents or injuries while operating equipment and handling goods. Addresses any safety hazards or concerns promptly and submits reports as required.

• Monitors dock conditions through daily inspection or survey procedures and takes corrective action to maintain safety and efficiency.

• Completes all required paperwork and documentation, maintains records and issues reports as scheduled or requested. Using standard spreadsheet software, updates and maintains a spreadsheet to track and analyze shipping and receiving data on a timely basis.

• Assists or supports the work of mailroom personnel, and coordinates shipping and receiving activity with the mailroom staff.

• Identifies dock problems, scheduling conflicts, etc. Recommends appropriate solutions to the Director of Safety and Security and implements, as directed.

• Responsible for training other dock-authorized personnel in safety protocols and operational procedures.

• Performs routine visual maintenance checks on loading dock equipment and reporting any issues or malfunctions to maintenance staff to ensure safe and efficient operation.

• Communicates effectively with team members, supervisors, and truck drivers to coordinate loading and unloading activities and resolves any issues or discrepancies.

• Maintains cleanliness and organization in the loading dock area to ensure a safe and efficient work environment.

• Performs related job duties as assigned.

Job Summary

The Property Operations Assistant is responsible for the coordination and oversight of the activities of the shipping rooms and loading docks of the Harvard Art Museums, including the Harvard Art Museums storage facility in Somerville. Oversees and manages materials and activities in support of the movement and handling of works of art according to established policies and in concert with best practices and standards.