Core Responsibilities & Tasks:

• Support Project Managers with the full lifecycle of department projects, including workflows, client communications, feasibility/risk assessments, estimates, plans, scheduling, staffing, permitting, budgeting, change orders, job tracking, billing, and final reporting

  Including (but not limited to):

  o Support the preparation of comprehensive cost estimates and the development of written scope for bids

  o Attend job-site meetings, walk-throughs, and trainings to gather project requirements, communicate updates, and provide logistical and administrative support

  o Track and assist Project Managers with bid documentation, contract routing, paperwork, and digital assets

  o Participate in project meetings to assess equipment needs, monitor scope changes, and assist in refining budgets throughout project execution

  o Support project planning and job site logistics, including coordinating site-specific permitting requirements, site hazard analysis, and ensuring safety documentation is completed

  o Schedule and coordinate heavy equipment and specialty deliveries to job sites, confirming access and site-readiness in advance

  o Brief or guide crew on project-related plans and updates, ensuring proper documentation and communication across all involved parties

• Utilize project management software and cloud-based tools (e.g., Microsoft 365, Asana, Access, Google Workspace, etc.) to update tasks, track progress, and support team-wide visibility

• Develop and improve Asana workflows and other digital applications critical to business operations

• Provide general admin support to Senior Project Managers and the Head of Special Projects

• Coordinate cross-departmentally to support allocation of resources and ensure project readiness, re-solving scheduling changes as needed, ensuring smooth client-facing services

• Prioritize efficient, timely, and detailed communication and registration information transfer between company departments

• Understand typical parties and agreements involved in the transportation, handling, and installation of artworks and museum objects

• Understand and follow detailed instructions and strict protocols while also utilizing critical thinking to problem solve, sometimes under pressurized time constraints

• Able to work as part of a team, contribute to cooperative problem solving, and appropriately escalate problems to leadership as needed

• Develop and possess solid construction and art handling skills and continually increase knowledge and expertise in specialized skill designations such as: art installation, construction, art packing, crating, rigging, registration, and truck driving.

• Possess solid knowledge of handling differing objects safely and understand the materials that make up the objects and how these materials may react with installation or packing materials

• Possess solid skills and maintain safety certificates for: forklifts, reach-lifts, scissor/boom-lifts, fall protection, scaffolding, OSHA10

• Assist with other tasks, as needed

Core Accountabilities for all employees:

• Safety of people: Never act in a way that would endanger you, a co-worker, or any other person

• Safety, protection and stewardship of all artwork and objects in our custody

• Excellent communication, cooperation, and attention to detail with clients, colleagues, and other parties

• Knowledge of and adherence to company standards and policies

• Protect all confidential information, including client information, job details, images, and privileged company information

• Maintain, clean, and safe-guard all tools, trucks, equipment, and other company property, both personal and shared

• Professionally represent the company in the community, building effective relationships with clients and other stakeholders

Required:

• Minimum of 2+ years of experience in fine art handling, specialized construction, architectural fabrication, or related field

• Strong organizational and time-management skills

• Ability to work both independently and collaboratively, balancing multiple priorities

• A strong sense of accountability, responsibility, and follow-through

• Possess a valid California driver’s license and a clean driving record at the time of, and for the duration of employment

• Complete and pass STA (Security Threat Assessment) application and verification

• Strong working knowledge of Microsoft Office (Excel, Word, Outlook, Teams, OneDrive), Adobe, Access, Asana and SketchUp

• Able to work a flexible schedule as weekend, overtime, overnight, out of town, and holiday work may be necessary

Preferred:

• Associate or bachelor’s degree in art, arts management, construction management, or related field

• Experience working in a museum, gallery, or private collection setting

• Familiarity with estimating, billing, or client communication processes

• Interest in learning specialized rigging, installation, or licensed construction methods

Physical Demands:

• This position will include occasional on-site work at professional job sites, including active construction sites, museums, galleries, private residences, and/or warehouse storage facilities

• Desk work and field work

• Regular use of mobile phone required for workflow

• Regularly required to walk, stand, sit, bend, lift, and use hands, sometimes for extended periods of time

• Regularly use tools and potentially work on boom-lifts, scissor lifts or ladders

• Regularly be in truck cab and must exhibit physical agility to enter and exit trucks and/or trailers

• Exposed to outside weather conditions

• Must be able to frequently lift up to 60lbs unassisted and up to 300lbs with assistance of mechanical equipment