Gallery & Office Manager

Description

 The Gallery & Office Manager of the New York office serves as the customer service lead while developing and implementing office policies and procedures. Serves as “front of house” lead for the office during regular business hours. Passionately supports the Freeman's|Hindman brand in daily interactions with clients and Freeman's|Hindman team members. Models the five principles of the client interaction guidelines and reinforces their importance by providing timely feedback. 

Requirements

  Responsibilities include the following: 

• Open the gallery: ensure the space is presentable with consigned property always on view and prepare the team for daily office and gallery operations.
• Manages the front desk and office space: oversee, and support all administrative duties in the office, ensuring that the office is operating smoothly.
• Answer client inquiries (phone, email, in person) to resolve concerns and/or problems, efficiently handle client complaints in a timely manner.
• Answer phones and support NY-based specialists, Consignment Manager(s), and Trusts, Estates & Private Clients team members, as needed.
• Oversee Exhibition and Auction related support, including scheduling rentals, security, and technical support, as required
• Auction-related responsibilities include but are not limited to: assisting with technical support, bidder registration, phone bidding on sale days, and setting up client visits in the office.
• Provide administrative support to New York-based staff including scheduling group meetings, maintaining calendars, client research, data entry, depositing checks, and creating reports.
• Lead the coordination and planning of; i) preview exhibitions with Specialists and Operations; ii) local advertising with local management and Marketing; and iii) local consignment and appraisal days and other events with Specialists and Trust Estates and Private Clients team.
• General office management responsibilities including managing and ordering supplies, managing incoming/outgoing mail, overseeing cleaning and maintenance for gallery space, and main point of contact with landlord, facilities contractors, and Freeman's|Hindman IT and Finance departments.  
• Given the global nature of our business, may work outside of normal business hours or across departments to assist clients and colleagues with particular needs. 
• Must be present in gallery for exhibition weeks / weekends, the role is full-time and in-person. 

Education & Experience: 

• Bachelor’s Degree in Art History, Arts Management or related field preferred
• 2-3 years of experience in administrative or customer service in a gallery, museum or auction house preferred 

Skills: 

• Motivated to work in an exciting, fast-paced company 
• Superior client service skills and organizational skills; strong sense of professionalism and discretion
• Excellent communication and interpersonal skills, ability to manage colleagues through influence and example
• Strong follow-up skills, must be a strong self-starter with excellent attention to detail and ability to multi-task
• Understanding of best practices for fine and decorative art installation
• Proficiency in MS Office software, e.g., Outlook, Word and Excel
• Able to work under pressure and to meet strict deadlines 

VALUES

• Excellence: Setting the standard in auction and appraisal services through expertise and meticulous attention to Detail
• Integrity: Upholding honesty and transparency in all interactions with clients, partners and colleagues. 
• Judgment: Incorporating experience, empathy, and integrity to always deliver client centric decisions and actions that uphold our brand. 
• Collaboration: Working together with our team and clients to achieve shared goals and exceed expectations. 
• Responsiveness: Delivering timely and tailored solutions to meet the unique needs of every client. 

What We Offer

• 401(k) Retirement Savings Plan with Company Match 
• Comprehensive Health Coverage –Choose from Medical, Prescription Drug, Vision & Dental Plans (PPO      & HDHP options available)
• Generous Paid Time Off 
• 12 Paid Holidays – Enjoy 12 company-paid holidays throughout the year.
• Extended Holiday Office Closure
• Up to 12 Weeks of Fully Paid Parental Leave 
• Company-Paid Short- & Long-Term Disability Insurance
• Company-Paid Group Life Insurance      
• Employee Assistance Program (EAP)
• Flexible Spending Account (FSA)