Administrative Coordinator

Art Work Fine Art Services

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The Administrative Coordinator is responsible for assisting with the overall function of Art Work offices - client service, records management and general support to managers and project managers. This includes completing project tasks and records, estimating simple client jobs, maintaining records of items stored and optimizing the flow of tasks in the office. Administrative Coordinators will be the first person to receive new client requests, via phone and email and must be comfortable responding quickly and communicating effectively. They will support department and project managers with tracking client projects and completing related tasks. Coordinators will maintain operations and inventory records and need a keen eye for detail, and a desire to make the office run smoothly. Our coordinators may be called on to pitch in and help in other areas and should be comfortable with some art-handling and facilities tasks. Physical activity required, although limited.

Ideal candidates will have experience in an office role and have a strong interest in the arts, through study or personal practice. However, we are willing to train the right candidate.


Office Coordination:

Accurately complete estimates, work orders and other necessary business documentation

Correctly complete all transport documentation as required and monitor overall accuracy for assigned office

Complete provided internal documentation for all incoming/outgoing storage items as directed by management. Includes documentation of billable hours, inventory requests and condition reports as needed

Help maintain scheduling calendars

Help maintain daily records by reviewing end-of-day documents

Assist project managers by tracking client project schedules, completing tasks and communicating deadlines

Client Service

Learn and maintain a deep knowledge of Art Work’s services

Respond to client inquiries via phone or email

Calculate and provide quotes and convert to booked jobs

Identify multi-phase, multi-day, multi-service quotes and refer to project managers

Work closely with operations, collections and project management to schedule and coordinate services

Build positive client relations by checking in regularly, following up on active processes and ensuring client satisfaction

Data Entry:

Maintain client records and operations documentation

Create new records and update records, track locations, and attach images to Art Manager Inventory database on a mobile device

Real time tracking of all object movements inside facilities, from receipt to storage acceptance, and release. Includes both temporary and long-term storage items

Assist the Collection Manager with database (FileMaker and/or Art Manager Inventory) records and overall data consistency and accuracy


Maintain the privacy of our clients and of the projects we work on

Maintaining security protocols regarding access to, information about, and movement of objects held in our care

Enforce building security by following sign-in, escort and identity verification processes on all guests

Adhere to all company safety policies. All safety concerns must be reported to your manager, and immediately addressed or corrected

Maintain full compliance with CCSF/IAC regulations as needed


Required skills and experience:

Minimum 2 years’ experience in a related role

Proficiency in Microsoft Office Suite (Word, Excel, Outlook and PowerPoint)

Attention to detail and accuracy in communication

Ability to organize, multi-task, prioritize and work under pressure

Strong collaboration skills. Ability to work independently, and as part of a collaborative team

Ability to lift 40 lbs

1 year experience in a high-volume art service company, museum, or gallery preferred

Proficiency in collections management databases preferred

How to Apply



Art Work Fine Art Services offers a competitive benefits package that includes Medical, Dental, Vision, LTD, AD&D, Company-paid and Voluntary Life Insurance, Vacation Time Off, 401(k) Plan.

Equal Opportunity Employer:

Your gender, your sex, your faith, your age and your skin color don’t matter here. Art Work Fine Art Services seeks diverse backgrounds and perspectives and strives to offer equal opportunity to all smart, hard-working, dedicated people. Come as you are.

Posted on February 16