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Are you good at anticipating the needs of others?
Do you like connecting with people and understanding what makes them effective?
Are you a proactive person?
Do you value and pursue details in every aspect of your work?
You may be the ideal candidate for Vault…
If you like working in small teams and seeing the immediate result of making an impact on the community, we are for you. The Office Manager will work closely with the leadership team and clients maintaining detailed accuracy to move each project forward.
The successful candidate must be able to multitask and provide quick responses to client or leadership team requests. As issues may be unforeseen, the Office Manager must know how to quickly and creatively solve problems with detailed accuracy.
The Office Manager will help support our operations management team with specific planning, communication, data entry, processing paperwork and support customer logistics. The Office Manager will also follow up and resolve any issues or inquiries assigned to their area of responsibility. To be successful the selected candidate must be able to multitask and constructively interact with the customer and co-workers with world class service and support.
Office Manager responsibilities include making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. If you also have previous experience as an Executive Office Manager and familiarity within our industry, we’d like to meet you.
Ultimately, a successful Office Manager should ensure the efficient and smooth day-to-day operation of our office.
Responsibilities
Office Manager Duties:
Answer front desk phone, pass off inquiries to other Vault team members
CC Statements, receipt collection from staff
Work closely with accountant to process bills and checks
Check Mail 2x a week
Operate petty cash account
Assist with day to day tasks around the office
Light Bookkeeping
Answer and Forward emails/inquires that come in from Vault website and info account email
Maintain filing system — both digital and hard copy
Correspond with IT, custodial, and other service providers
Help Manage Squarespace Website as needed
Help CEO with admin overflow tasks
Fill out document requests from vendors, contractors, general paperwork
HR Tasks, schedule quarterly reviews and send reminders
Help onboard new employees
Plan and execute staff outings
Participate in Admin Meetings
Purchase Supplies for the Office as needed
Work with CEO and Senior Accounts Manager on client holiday gifts
Help monitor front door traffic
Help manage Google Drive file system
Assist Vault staff members with admin tasks and paperwork as needed
Requirements
Position info and requirements are:
Info:
Hours: Flexible, 20-30 hours preferred
Salary: 20-25$ an hour, dependent upon experience, non-exempt position
Requirements:
Bachelor’s Degree in appropriate field of study or equivalent work experience Executive Office Manager or Office Manager will be a plus
2+ years experience as an office assistant
2+ years experience with MS Office (Excel in particular)
Other skills:
Love of art
Flexibility and the ability to prioritize new tasks as they come in
Interpersonal communication
Positive attitude
Customer service
Vault Fine Art Services is a growing company that provides discrete full-service fine art management, including conservation, complex installations and storage throughout Central Texas. Vault uses museum quality protocols to install, store, and care for our clients’ most valued collections with services designed to address their collections specific needs.