Office Administrator

Founded in 1980, Nancy Rosen Incorporated manages projects and assignments that typically entail planning and implementing public art programs, as well as building and managing art collections. Clients include individuals, foundations, academic and not-for-profit institutions, public agencies, professional firms, and corporations.

The office, located in a landmark building in midtown Manhattan, has a staff of three. We are seeking an experienced, organized, and self-motivated Office Administrator to join our team either Full Time (5 days per week) or Part Time (3 days per week). This is an excellent opportunity to work in a dynamic, fast-paced environment on a broad range of assignments. 

If Full Time (Mon-Fri, 9am-5pm), responsibilities include, but may not be limited to:

• General office management and organization including daily office operations, logistics, scheduling, fielding phone calls, and interfacing with vendors and support service providers
• Facilitate all arrangements with regard to art transport and installation services, including coordination with all parties (clients, building managers, vendors, and shippers), scheduling, insurance paperwork, access details, and customs formalities as applicable, etc.
• Implement all bookkeeping and general accounting, including bill paying, payroll, taxes, insurance, invoicing clients, tracking office expenses, etc.
• Process and track vendor invoices
• Track project budgets and produce updates, as timely
• Maintain and update client collection databases
• Maintain office files, auction catalogues, and extensive reference library

If Part Time (3 days per week, 9am-5pm), responsibilities include, but may not be limited to:

• General office management and organization including daily office operations, logistics, scheduling, fielding phone calls, and interfacing with vendors and support service providers
• Facilitate all arrangements with regard to art transport and installation services, including coordination with all parties (clients, building managers, vendors, and shippers), scheduling, insurance paperwork, access details, and customs formalities as applicable, etc.
• Maintain and update client collection databases
• Maintain office files, auction catalogues, and extensive reference library

Requirements:

• Ability to work independently, multi-task, and work under pressure at times in a small office environment;
• Superb attention to detail;
• Excellent organizational and time-management skills;  
• Computer skills: PC proficiency, MS Word/PowerPoint/Excel/Outlook, and G Suite –  
• Adobe Photoshop/In-Design, QuickBooks, FileMaker Pro, and Harvest are a plus;
• A professional demeanor, appearance, and excellent communication skills;
• General interest and/or academic background in art history/fine art/architecture.

Start Date:  Position available immediately 

Salary:  Commensurate with experience