Office Manager

Vault Fine Art Services

www.vaultfas.com

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…

IF you like to work on what happens behind the scenes of the arts in central Texas…

IF you are self-directed and a problem solver…

Then We would love to talk to you!

The Office Manager that we are looking for loves art. They must be curious and want to work in a hidden industry. They will be helping support our operations management team with specific planning, communication, data entry, processing paperwork, and supporting customer logistics. The Office Manager will 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 customers and co-workers with world-class service and support.

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 work closely with the leadership team and clients, maintaining detailed accuracy to move each project forward.

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, Google Workspace, and office equipment. We’d like to meet you if you also have previous experience as an Executive Office Manager and familiarity with our industry.

Ultimately, a successful Office Manager should ensure our office’s efficient and smooth day-to-day operation.

Hours: 20 to 32 hours a week

Pay: Dependent upon experience, non-exempt position

Responsibilities

Internal and External Communication

Answer front desk phone, gather info and pass it off to other Vault team members

Check Mail

Operate petty cash account

Assist with day-to-day tasks around the office

Answer inquiries that come in from Vault phones, website, and info email account. Maintain filing system — both digital and hard copy

Help monitor front door traffic

Help manage Google Workspace

Assist Vault staff members with admin tasks and paperwork as needed. Correspond with IT, custodial, and other service providers

Help Manage Squarespace Website as needed

Purchase Supplies for the Office as needed

Financial Administration

Invoicing clients after job completion - Work closely with an accountant to process bills and checks

Light Bookkeeping

Project Management

Help CEO with admin overflow tasks and special projects

Fill out document requests from vendors, contractors, and general paperwork

HR Tasks, schedule quarterly reviews, and send reminders

Help onboard new employees

Plan and execute staff outings

Participate in Admin Meetings

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 collection’s specific needs.

Requirements

A Bachelor’s Degree in an 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)

2+ years experience with Google Workspace

Other skills:

Love of art

Flexibility and the ability to prioritize new tasks as they come in

Interpersonal communication

Positive attitude

Customer service

How to Apply

To apply for the Office Manager position at Vault, please email a cover letter describing your experience and a CV, and three professional references to info@vaultfas.com. Incomplete applications will not be considered.

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