Overview
Administration, Bookkeeping & Operation Manager Jobs in New York City Metropolitan Area at ATELIERS COURBET
Title: Administration, Bookkeeping & Operation Manager
Company: ATELIERS COURBET
Location: New York City Metropolitan Area
About Ateliers Courbet
Ateliers Courbet is a New York-based design gallery specializing in collectible design, contemporary objects d’art, and master-artisans/artists’ commissions. The gallery offers hand-crafted design pieces, including furniture and objets d’art. Mostly catering to a clientele of interior designers, consultants, and architects, the team often manages made-to-order bespoke commissions to artists and master artisans from around the world. Ateliers Courbet is a small, close-knit team where every role carries real responsibility.
The Admin. and Operations Manager role is key to the gallery’s smooth operation, success, and the success of the artists it represents. The Admin. and Operations Manager is responsible for the global administration, bookkeeping, and day-to-day operations of the gallery, reporting directly to the gallery owner and working closely with the sales team, the company’s financial managers, and the accounting office.
Administration & Bookkeeping
- Upkeep the company’s detailed administration and archiving system; Scan, save, and archive all admin., financial, and legal documents as per the company's organization system
- Tightly manage APR; Enter or review/complete all invoices, purchase orders, and bills in QB. Ensure every invoice and bill is correctly categorized, classified, and tagged in accordance with the company’s systems and protocols. Process payments rigorously and punctually, and closely monitor all payables and receivables.
- Review purchase orders with the sales team and keep track of all open orders' schedule to monitor and proactively manage all upcoming payables and receivables
- Closely monitor the company's bank accounts and cash flow with the business owner.
- Negotiate terms with service providers and banks to reduce company expenses.
- Assist owner in managing, negotiating, and optimizing the company’s insurance packages/policies
- Occasionally assist owner with drafting vendors’ agreements based on archived templates
QuickBooks Data Management
- Keep QuickBooks updated with vendors' wholesale prices and each product or service’s current retail pricing. Review product and service data with the director and/or owner quarterly, beginning in the first week of January.
- Keep detailed and up-to-date records of the customer and vendor database in QB.
Inventory & Consignment Administration
- Track consigned inventory sales. Work closely with the gallery’s registrar and sales team to ensure accurate sales reporting to vendors for any consigned works that were sold.
- Meticulously monitor and record consignment versus stock inventory sales for quarterly reporting
Payroll & HR Administration
- Ensure payroll runs correctly, with accurate information and timely payments to employees
- Track and update PTO
- Monitor and report on employee benefits, including paid time off and health insurance
- Handle hiring and offboarding administration
Gallery Operations & Management
- Plan the gallery’s events, including scheduling event staff, ordering any necessary food, beverages, and supplies, and ensuring the gallery’s premises are neat and tidy.
- Order, manage, and keep detailed QB records of the gallery and office supplies
- Manage facilities, maintenance, and cleaning services, and schedule providers and contractors to ensure smooth daily operations
- Oversee gallery exhibitions on- and off-site, including planning, shipping, installation requirements, supervise inventory registry, and cost tracking and management
- Negotiate terms and rates with service providers and vendors to minimize expenses
In-Person & General Duties
- Follow the company Standard Operating Procedures (SOPs) and policies
- Occasionally and as required, take on additional responsibilities with a team spirit.
Requirements
- Candidate must be detail-oriented, proactive, with strong organizational skills and rigor as he/she undertakes the full scope of responsibilities described below.
- +3 years of experience in bookkeeping or a similar administrative position
- Proficiency in QuickBooks and Excel, and comfortable with standard computer software and inventory management systems.
- Strong work ethic and positive, proactive attitude
- Professional discretion in handling confidential financial, legal, and payroll information
- Excellent written and verbal communication
- Ability to work efficiently and manage multiple priorities with equal attention to details
- Legally authorized to work in the United States
- A minimum of 2 strong references and checked recommendations
Schedule & Location
- 10:00 AM – 5:00 PM, Monday-Friday
- Full Time w/ a minimum of four days on-site at the Chelsea gallery. On any preapproved and scheduled remote days, clock in and out using the QuickBooks login system and your work email
Compensation & Benefits
- Full-Time Contract
- Annual salary based on experience
- Healthcare provided
- 10 paid vacation days per calendar year (prorated in the first year; schedule subject to prior approval) for the first three years of full-time employment. An additional 5 paid vacation days are extended to full-time employees who have been with the company for more than four consecutive years.
- 5 paid vacation days during the gallery's end-of-the-year closure between Dec. 25 and Jan. 1st
- 5 paid sick days per calendar year
- Additional unpaid vacation may be requested and granted at the company's discretion.
- PTO becomes effective after nine full months of full-time employment.
How to Apply
Please send your résumé and a brief cover note to [email protected]. References will be requested for finalists. Ateliers Courbet is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other protected status.
