Museum Operations Manager

Frank Lloyd Wright's House on Kentuck Knob; Dunbar (Fayette County); On-site; USD 55,000 - 75,000; Full time

Job summary

Kentuck Knob near Fallingwater is seeking a detail‑oriented operations manager to oversee daily site activity, staff supervision, and growth initiatives. You will coordinate with department heads, manage budgets, and report KPIs to ownership while ensuring high standards for tours, events, and grounds maintenance.

The role requires strong leadership, financial acumen, and the ability to partner with owners and vendors to deliver an exceptional visitor experience at this Frank Lloyd

Qualifications

• Bachelor’s degree or equivalent experience in a related field.
• 3–5 years of progressive management experience, ideally within museum, hospitality, retail, or nonprofit operations.
• Strong financial acumen with budgeting, bookkeeping, and P&L oversight.
• Experience with accounting software (Xero) and collaborating with outside bookkeepers and accountants.
• Proficiency with e‑commerce and booking platforms (Shopify, Peek) and general office productivity software.
• Excellent written and verbal communication skills.
• Availability to work weekends, holidays, and evenings for events.

Responsibilities

• Oversees day-to-day operations of the site to support staff, visitors, and ownership.
• Supervises employees and coordinates with department heads (Housekeeping, Maintenance, Group Tours) to meet organizational goals.
• Manage budgeting and financial reporting, including cash flow and P&L summaries with the owners and bookkeeper.
• Ensure compliance with safety, licensing, and preservation requirements; maintain emergency preparedness protocols.
• Represent the site at events and coordinate marketing and community relations efforts with ownership and advertisers.
• Maintain vendor relationships, obtain quotes, and ensure best pricing for services and supplies.
• Lead weekly leadership meetings and drive process improvements to increase efficiency and visitor experience.

Skills

Highly organized

Efficient

Honest

Leadership

Education

Bachelor’s degree in business administration or related field

Tools

Xero

Shopify

Peek

Job description

Kentuck Knob is a Frank Lloyd Wright–designed Usonian house set in the Laurel Highlands of southwestern Pennsylvania, close to Fallingwater. The property is open to the public for guided house tours, with walking trails and a sculpture garden featuring outdoor artworks, alongside a gift shop and an active group tour program. Kentuck Knob currently welcomes approximately 27,000 visitors a year, and ownership has ambitious plans to grow visitor numbers and expand the visitor experience in the years ahead.

We are looking for a highly organized, personable, efficient, hard-working, and honest manager to lead day-to-day operations, support that growth, and help the site run smoothly for staff, visitors, and ownership alike.

Position Overview

Oversees the day-to-day operations of the business. Duties commonly include supervising employees, allocating resources and optimizing workflows to increase efficiency.

Ensures the team’s day-to-day work aligns with organizational goals.

Core Responsibilities

Leadership & General Operations

• Deciding how to use resources efficiently.
• Promoting high company standards, such as exceeding objectives or goals, and liaising between employees and ownership.
• Improving efficiency, increasing profitability, and meeting the expectations of collaborators, customers, and vendors.
• Developing and implementing company policies.
• Coordinating with department heads (Housekeeping, Maintenance, Group Tours, etc.) to achieve organizational goals.
• Improving work processes to increase productivity or reduce waste.
• Troubleshooting onsite computer systems and equipment.
• Holding weekly meetings with ownership to review operations, priorities, and progress toward goals.
• Budgeting and overseeing the company’s finances alongside the bookkeeper and owners.
• Identifying opportunities to increase revenue or connect with new customers.
• Working closely with bookkeepers and accountants — using accounting software Xero — to prepare and deliver weekly financial reports to ownership, including payment schedules, cash flow statements, and profit-and-loss (P&L) summaries.
• Compiling and reporting visitor attendance, sales, and other KPIs to ownership on a regular basis.
• Budgeting for years to come, including long‑term financial planning to support ambitious growth plans, maintenance and repairs, and equipment purchases.
• Allocating savings into money‑market accounts during closed periods to maximize returns on reserve funds.
• Keeping abreast of and applying for local grants.

Staff Management

• Supervising and training employees to complete tasks according to company standards.
• Creating actionable plans to help employees prioritize tasks and achieve individual goals.
• Working closely with the head tour guide to train guides in delivering Kentuck Knob’s tours in a fun, interesting, and engaging way.
• Evaluating employee performance by tracking key performance indicators (KPIs), settling interpersonal disputes, and issuing disciplinary actions up to and including terminations.
• Recruiting, training, and scheduling tour guides and seasonal staff.
• Maintaining and enforcing high standards for staff dress code and professional presentation.

Visitor Experience & Group Tours

• Overseeing visitor experience and guest-service standards across tours, the gift shop, and the grounds.

Maintenance & Grounds

• Leading weekly meetings with the maintenance team to divide and assign tasks, maintaining a master task list that is reviewed and checked off regularly.
• Maintaining an up-to-date running repairs list for Kentuck Knob, tracking outstanding and completed work.
• Keeping up to date on contractor and vendor quotes to ensure the best possible pricing and value.
• Maintaining compliance with historic preservation guidelines and coordinating with preservation consultants, architects, or conservators on building and grounds work.
• Liaise with ownership regarding other properties and buildings, their appearance and repair schedules.

Marketing & Community Relations

• Representing Kentuck Knob at community, tourism‑board, and regional partner events.
• Working closely with ownership and the freelance marketer to maintain a high standard of content and offerings across websites, social media and the Klaviyo newsletter.
• Scheduling events and coordinating marketing efforts at least three months in advance to ensure sufficient lead time for promotion and planning.

Compliance, Safety & Risk Management

• Developing and maintaining emergency preparedness, safety, and risk‑management protocols for staff and visitors.
• Managing relationships with insurance providers, confirming adequate coverage for property, events, and liability, and securing the best possible pricing.
• Ensuring compliance with applicable employment law, safety regulations (e.g., OSHA), and licensing requirements.

Oversight of the Following Aspects of the Business

• Keeping ownership in the loop with detailed reports and regular communication
• Gift Shop and product merchandising
• Social media marketing and advertising
• Group Tour sales and coordination
• Accuracy and consistency of all electronic media
• Liaison between staff and ownership
• Organizing, promoting, and executing special events
• Assisting ownership during visits with travel, shipping, communications, personal requests, etc.
• Backend management of online business platforms Shopify and Peek, including customer service communications
• Visitor services and overall guest experience
• Grounds, trails, and sculpture garden maintenance coordination
• Health, safety, and emergency preparedness
• Insurance and risk management
• Historic preservation compliance
• Financial reporting, cash flow, and payment schedules using Xero (in coordination with bookkeepers and accountants)
• Maintenance task coordination, weekly team meetings, and the running repairs list
• Vendor and contractor quote tracking to secure the best deals
• Long‑term budgeting and financial planning
• Staff dress code and presentation standards

Qualifications & Requirements

• Bachelor’s degree in business administration, hospitality management, museum studies, or a related field preferred; an equivalent combination of education and experience will be considered.
• Minimum of 3–5 years of progressive management experience, ideally within a museum, hospitality, retail, or nonprofit operation.
• Highly organized, efficient, hard‑working, and honest, with a strong sense of ownership over the site’s day‑to‑day running and long‑term success.
• Proven supervisory experience, including hiring, training, scheduling, and performance management.
• Strong financial acumen, including budgeting, bookkeeping, and profit‑and‑loss oversight.
• Experience with accounting/bookkeeping software (Xero preferred) and comfort working closely with outside bookkeepers and accountants.
• Proficiency with e‑commerce and booking platforms (Shopify, Peek) and general office/productivity software.
• Excellent written and verbal communication skills.
• Strong organizational skills and the ability to manage multiple priorities in a small‑team environment.
• Valid driver’s license and reliable transportation.
• Availability to work weekends, holidays, and evenings as needed for special events and peak visitor season.

Physical Requirements & Work Environment

• Ability to lift and carry up to 25–40 lbs (merchandise, event materials, and supplies).
• Ability to stand, walk, and navigate uneven outdoor terrain, stairs, and historic building spaces for extended periods.
• Regular exposure to outdoor weather conditions while overseeing grounds and events.
• Ability to sit at a desk and use a computer for extended periods for administrative work.
• Occasional local travel for errands, supply pickup, or contractor site visits.