Operations Administrator for Art Conservation Studio

Modern Art Conservation, a private conservation studio in Chelsea, seeks an art-loving, detail-oriented, trustworthy Operations Administrator to manage financial matters, bookkeeping, human resources, facilities operations, and IT for our two studio spaces. Successful candidates will be meticulously organized, experienced in basic accounting and IT tasks, have strong interpersonal communication skills, and familiarity with modern and contemporary art. This full-time, in-person role reports to the Director and works as part of a collaborative admin team to support the conservators. The ideal candidate would be interested in business/financial matters, art, and arts administration; looking for a long-term position; friendly, well-mannered, discreet, accurate, and professional; able to take direction from others while contributing to the growth of the company through self-motivation and problem-solving; and possess the ability to work as part of a close team in a deadline-driven environment with rigorous standards where great care must be taken with the art, the team, and the clients. The start date for this position is July 21, 2025.

Responsibilities:

Financial

• Managing financial transactions in QuickBooks, FileMaker Pro, and Airtable
• Recording accounting transactions; making check deposits; running client credit card payments; paying bills 
• Preparing invoices and working with Director and team of conservators on cost evaluation
• Working directly with our outside accountant on bank reconciliation and taxes
• Managing several insurance policies, both personal and commercial

HR

• Overseeing and running ADP TotalSource payroll on a semimonthly basis
• Organizing work visas, health insurance, tracking employee vacation and sick days, managing 401k contributions
• Liaison for staff for all HR needs

Operations

• Responsible for all operational systems; contacting vendors as needed; troubleshooting issues and finding solutions
• Taking care of all facilities concerns including security systems, internet, HVAC, and phone systems, etc.
• Helping organize and maintain the studio’s databases and art registration/project management systems (FileMaker and Airtable)
• Ordering supplies
• Working with the Studio Manager on streamlining systems and databases, day-to-day studio operations including art shipment coordination and answering client calls/inquiries
• Stepping into Studio Manager role when needed

Other

• Minor art handling when needed
• Keeping shared studio calendars up to date

Qualifications

• Works well with a close team
• Excellent organizational skills, detailed, analytical, and a natural problem solver
• Ability to interact with clients, vendors, building personnel, and staff in an accurate, professional, and timely manner
• Ability to work on tasks concurrently with ease and professionalism
• Clear communication in both verbal and written forms, diplomatic in emails and on the phone
• Tech-savvy
• Punctual
• Previous bookkeeping experience in an art-related environment a plus
• Discreet and physically careful around artworks a must
• Discretion of confidential information a must
• Interest in modern and contemporary art a huge plus
• Extremely trustworthy/responsible
• Native English speaker
• College degree
• Fully eligible to work in the United States
• Happy to travel to far West Chelsea rain, snow, or shine

*Note this is not a conservation or pre-program conservation position

Please email a PDF cover letter of interest and your CV with three references with contact information listed to: [email protected] with “Operations Position 2025” in the subject line. If seeing this ad through LinkedIn, you must send all requested materials by email to be considered. Only qualified candidates will be contacted. No calls or walk-ins, please.

Preference is given to applications received by May 20, 2025.

05/23/2025