Job Openings

operations Administrator

Modern Art Conservation, a private conservation studio in Chelsea, seeks an art-loving, detail-oriented, Operations Administrator to manage finances, bookkeeping, human resources, organizational operations, and IT for our two studio spaces. Successful candidates will be meticulously organized, experienced in basic accounting and IT tasks, have strong interpersonal communication skills, and familiarity with modern and contemporary art. This full-time, in-person role reports to the Director and works as part of a collaborative admin team to support the conservators. The ideal candidate would be interested in business/financial matters, art, and arts administration; looking for a long-term position; friendly, well-mannered, discreet, accurate, and professional; able to take direction from others while contributing to the growth of the company through self-motivation and problem-solving; and possess the ability to work as part of a close team in a deadline-driven environment with rigorous standards where great care must be taken with the art, the team, and the clients.

Responsibilities:
• Preparing invoices and working with Director and team on pricing
• Tracking payment/billing status of projects
• Managing financial transactions in QuickBooks, Excel, and FileMaker Pro (we will train in the specifics of these systems)
• Recording all accounting transactions; making remote check deposits; running client credit card payments; paying bills
• Overseeing and running ADP Total Source payroll on a bi-weekly basis
• Working directly with outside accountant on bank reconciliation and taxes
• Managing several insurance policies
• HR including organizing work visas, health insurance, tracking vacation and sick days, managing 401k contributions with outside retirement administrator
• Organizing and assisting with operations concerns for two studio spaces including security systems, internet, and phone providers, etc.
• Maintaining server, computers, iPads, backups, cybersecurity; and liaising with professionals as needed
• Helping organize and maintain the studio’s databases and art registration/project management systems (FileMaker and Airtable)
• Working with admin team on streamlining systems, day-to-day studio operations including art shipment coordination, and answering calls/inquiries
• Keeping up-to-date calendar of staff vacation time, studio maintenance requirements, upcoming insurance renewals, and monthly financial tasks
• Sharing Studio Manager/Admin duties as needed

Qualifications:
• Works well in a team-oriented office/studio environment
• Excellent organizational skills, detailed, analytical, and a natural problem solver
• Able to interact with clients, vendors, and staff in an accurate, professional, and timely manner
• Clear communicator in both verbal and written forms; friendly and diplomatic in emails and on the phone
• Fluent English speaker
• Punctual, discreet, able to handle confidential information
• Ability to work on tasks concurrently with calm and professionalism
• Previous bookkeeping experience in an art-related environment a plus
• Tech-savvy
• Physically careful around artworks
• Interest in and knowledge of modern and contemporary art and artists
• Basic knowledge of conservation and/or art-handling practices a plus
• College degree
• Fully eligible to work in the United States
• Happy to travel to far West Chelsea rain, snow, or shine

*Note this is not a conservation or pre-program conservation position

Full-time (M-F 9:30 - 5:30), in-person. Salary range ($48K - $65K -- commensurate with experience) with benefits (health insurance, 401k, paid holidays, and vacation); must be vaccinated.

Please email a PDF cover letter of interest with your cv and three reference contacts listed to: ops@modernartconservation.com with "Operations Position 2023" in the subject line. Only qualified candidates will be contacted. No calls or walk-ins, please. Preference is given to applications received before February 1, 2023.