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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.
Responsibilities
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
Security:
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
Requirements
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
How to apply:
Email Work@ArtWorkFAS.com
Benefits:
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.
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Posted on January 17