What are the responsibilities and job description for the Administration, Bookkeeping & Operation Manager position at 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 long-lead, made-to-order bespoke commissions to artists and master-artisans from around the world.
- We run a small, close-knit team where every role carries real responsibility.
Position Description
- The Admin. and Operations Manager role is key to the gallery’s smooth operation, its success, and those 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 and the company’s financial managers and accounting office.
- Candidate must be detail-oriented, proactive, highly organized, and rigorous as he/she undertakes the full scope of responsibility described below.
- Candidate must have a minimum of 3 years of experience in a similar position.
- Candidate should be proficient in QuickBooks and Excel, and comfortable with all usual computer software and inventory management systems.
- Upkeeping the company’s detailed admin. and archiving system; Scan and archive all admin., financial, and legal documents in the company’s organized folders, and all receipts, checks, and payment records in their corresponding QuickBooks invoices and bills.
- Save and enter all vendor bills in full detail — following the company’s organized system and protocols —
- 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.
- 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 the owner in managing, negotiating, and optimizing the company’s insurance packages/policies
- Occasionally assist the owner with drafting vendors’ agreements based on archived templates
Purchase Orders & Accounts Payable/Receivable
- Review purchase orders with the sales team and keep track of all open orders' schedule weekly to monitor and proactively manage all upcoming payables and receivables
- Maintain the company’s live APR tracking sheet, keeping it accurate and up-to-date.
- 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 and work closely with the gallery’s registrar and sales team to maintain accurate sales reporting to vendors for any consigned works that were sold.
- Monitor and ensure that the registrar team keeps accurate records of the consigned versus owned/purchased inventory in the inventory database on an ongoing basis.
- Meticulously monitor and ensure POs are opened for the gallery’s consignment sales reports to vendors
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 opening events, including scheduling/securing the gallery’s event staff, ordering any necessary food, beverage, and/or 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 rates with service providers and vendors to minimize expenses
In-Person & General Duties
- Follow company Standard Operating Procedures (SOPs) and policies
- Occasionally and as required, take on additional responsibilities with a team spirit.
* All duties and responsibilities may evolve as the company and the position grow
Requirements
- Proven bookkeeping and administrative experience
- Proficiency in QuickBooks and Excel
- Strong work ethic and positive, proactive attitude
- Highly detailed/meticulous with strong organizational skills
- 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
- Comfortable negotiating terms and rates with contractors and service providers
- Legally authorized to work in the United States
- A minimum of 2 strong references and checked recommendations
- 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
- Annual salary based on experience
- Paydays on the 15th and last day of each month
- Healthcare provided
- PTO: 10 paid vacation days per calendar year (prorated in the first year; schedule subject to prior approval) plus 5 paid sick days per calendar year, 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. The gallery offers an additional 5 paid vacation days during its closing time between December 25 and January 1st of every 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.
This is an at-will, full-time position; either party may end the employment relationship at any time, for any or no reason. Employees are asked to give a minimum of three weeks' notice. An offer of employment is contingent on satisfactory reference checks. Full terms, including notice and severance provisions, are detailed in the employment agreement provided at the offer stage.
How to Apply
Please send your résumé and a brief cover note to ac@ateliercourbet.com. 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.