Overview
Administrative Coordinator Jobs in Tukwila, WA at Art Work Fine Art Services
Full Job Description
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.
This role typically works M-F 9:00am – 5:00pm.
Primary responsibilities include:
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
Facilities:
Maintaining clean and organized storage facilities. Identify facility needs and ensure cleaning and pest schedules are on track
Monitor the environment in all artwork storage facilities and report to Collection Manager
Registration/Inventory:
Placement of long- and short-term storage items, using company guidelines and industry best practices for safe and efficient placement
Ensure the safe handling and storage of all artworks in the storage and dock areas
Support artwork storage methods, assist in re-housing and artwork storage projects
W…
Title: Administrative Coordinator
Company: Art Work Fine Art Services
Location: Tukwila, WA
Category:
