Administrative Coordinator job at Art Work Fine Art Services | Seattle | Art Jobs

Administrative Coordinator



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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.

Office Coordination:

  • Accurately complete estimates, work orders and other necessary business documentation
  • 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


  • 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

Other responsibilities include:

  • Assist with conducting physical inventories at all storage locations
  • Other duties as assigned/agreed
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