Administrative Coordinator

Artech Fine Art Services

Administrative Coordinator:

The Administrative Coordinator is an integral part of the daily operations for a high touch, customer-oriented team in the fine arts industry and partners with all Artech’s service lines to deliver excellent customer service through impeccable communication, accuracy, expediency, and anticipating the needs of others. This is a client facing position that provides specialized support and helps ensure that all interactions between Artech’s employees, clients and vendors are positive and productive. To be successful in this role, one must demonstrate strong task and time management skills and be highly adept at building client relationships in a self-directed, fast-paced environment where priorities change quickly.

This Position:

  • Reports to Project Management Supervisor.

  • Hourly rate $23.00-$26.00 with full time 40 hours per week.

  • Eligible for overtime and off-hours shifts.

  • Generally scheduled Monday through Friday, 8:30am – 5pm in Renton/Kent area.

  • Hours and work times will vary based on the agreed schedule and the needs of the business.

  • Travel between 0-15%.

  • This position is not eligible for regularly scheduled telecommuting.

Responsibilities

Responsibilities include the following areas:

Customer Service and Office Management:

  • Provide excellent front-line, responsive service to both internal and external stakeholders through oral, written, and visual communication.

  • Create and maintain a clean and inviting hospitality space.

  • Welcome clients and vendors to our facility and direct them appropriately.

  • Manage the main phone line; gather initial client expectations and requirements, vet questions, provide basic information and route calls as needed.

  • Coordinate desk and phone coverage for breaks, lunches, and out of office time.

  • Receive and sort mail, interoffice mail, and incoming/outgoing small parcels.

  • Administer the crew credit cards, ferry cards, and museum membership cards.

  • Keep the office well-maintained with office supplies and basic equipment.

  • Coordinate internal company calendar with birthdays, work anniversaries, and social events.

  • Work with Facility and Operations Managers to make improvements to client experience.

  • Perform other duties as assigned.

Logistics:

  • Understand and manage client expectations, requirements, and sensitivity.

  • Manage service delivery on small, routine client engagements.

  • Develop, write, and submit commercial documents such as estimates and invoices to the client in compliance with existing company policies and procedures.

  • Utilize paper documents, company database and digital archives to the keep accurate and complete records.

  • Update appointment calendars, schedule meetings, manage room use and act as backup to field scheduling and dispatch team.

  • Attend Logistics team meetings.

  • Perform other project duties as assigned.

Risk Management:

  • Remain up to date on industry best practices and standards.

  • Uphold Artech security protocols regarding access to, information about, and movement of all artwork held in our care.

  • Maintain the confidentiality of our clients and the projects we work on.

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

  • Evaluate requests to identify and mitigate risk.

  • Adhere to all Artech safety policies.

Requirements

Required Skills and Abilities:

  • Proven work experience in similar roles.

  • Excellent customer service, attention to detail and accuracy in communication.

  • Demonstrated financial acumen and leadership skills.

  • Strong collaboration and influencing skills.

  • Ability to organize, multitask, prioritize, and work under pressure.

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

  • Aptitude for data management

  • Ability to obtain TSA CCSF training and an STA number.

  • Must pass full background screening

  • Familiarity with basic art terminology and art history is a plus.

  • Uncompromising discretion and professionalism.

How to Apply

How to Apply:

If a key role in the fine art logistics and management industry interests you, please review the responsibilities and qualifications carefully. If you feel that you are the ideal candidate for this position, please email your resume and cover letter explaining your interest and experience. Learn more at http://artechfas.com/. Please, email only – no phone calls.

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Posted on August 31