Administrative Coordinator

Full Time – Seattle


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.

Administrative Coordinator Primary Responsibilities Include:

  • Office Coordination:
    • Accurately complete estimates, work orders and other necessary business
    • 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
  • 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
    • Working with Storage Department Manager and other management on space
    • optimization of storage racking. Complete instructed re-housing as directed.

  • Security
    • Maintain the privacy of our clients and of the projects we work on
    • Maintaining security protocols regarding access to, information about, and movement
      of objects held in our care
    • Enforce building security by following sign-in, escort and identity verification processes
      on all guests
    • Adhere to all company safety policies. All safety concerns must be reported to your
      manager, and immediately addressed or corrected
    • Maintain full compliance with CCSF/IAC regulations as needed
  • Art Handling
    • Packing of items for storage, both at warehouse and in the field.
    • Assisting art handling team as needed
  • Other responsibilities include:
    • Assist with conducting physical inventories at all storage locations
    • Other duties as assigned/agreed

Administrative Coordinator Required skills and experience:

  • Minimum 2 years’ experience in a related role
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook and PowerPoint)
  • Attention to detail and accuracy in communication
  • Ability to organize, multi-task, prioritize and work under pressure
  • Strong collaboration skills. Ability to work independently, and as part of a collaborative team
  • Ability to lift 40 lbs
  • 1 year experience in a high-volume art service company, museum, or gallery preferred
  • Proficiency in collections management databases preferred


This position is an hourly, non-exempt role. Nonexempt employees are workers who are entitled to earn
the federal minimum wage and qualify for overtime pay, which is calculated as one-and-a-half times
their hourly rate for every hour they work above and beyond a standard 40-hour workweek. There is no
employee management, oversite or direction required.


  • Art Work Fine Art Services offers a competitive benefits package that includes Medical, Dental, Vision, LTD, AD&D, Company-paid and Voluntary Life Insurance, Vacation Time Off, 401(k) Plan and College Tuition Plan.

Equal Opportunity Employer:

  • Your gender, your sex, your faith, your age and your skin color don’t matter here. Art Work Fine Art Services seeks diverse backgrounds and perspectives and strives to offer equal opportunity to all smart, hard-working, dedicated people. Come as you are.

How to Apply:

Email [email protected]

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