ESSENTIAL FUNCTIONS:
- Primary responsibility for all data entry to small-business accounting software, including accurate client/artist contact information, artwork inventory setup and tracking, rental, purchase and installment contracts, weekly cash counts, twice-monthly billing and entry of all receipts.
- Calculate variable percentages for sales and rentals then generate notice of sales to artists and their galleries. Track installment purchases in Excel spreadsheet and ensure all data is accurate.
- Coordinate with Finance department on monthly check runs to artists and their galleries. Resolve problems with checks when needed.
- Follow procedures for overseeing client contracts, artist contracts, inventory management & reports including quarterly physical inventory.
- Follow procedures for overseeing accurate location of artwork inventory, including when it goes out to clients, returns from clients, and returns to artists. Keep artwork stored safely and appropriately within gallery setting.
- Provide front line client contact/service to gallery customers including discussion of artists, art styles, mediums and sizes. Work with clients to locate appropriate pieces of artwork and process invoices, credit card payments and provide follow up.
- Provide art handling services to both Gallery Manager and gallery clients. Hang art when needed in the gallery, move art when needed in the gallery, hang shows in both SAM Gallery and Taste Café, and assist clients / artists with loading art into and out of vehicles.
- Maintain SAM Gallery artists’ web site by editing and uploading images, artist statements and resumes in accurate and timely manner.
- Track calendars, dates and deadlines for all marketing related activities and assist Gallery Manager with digital marketing via SAM’s internal processes for Evites, Enews, and social media.
- Pack, ship and process payments for artwork shipping.
- Ability to perform minor repairs to artwork hanging devices and frames, such as rewiring and attaching hooks.
- Represent the Museum and the SAM Gallery with a high level of integrity and professionalism.
- Utilize excellent customer service to proactively assist customers in a pleasant and positive manner.
- Perform other duties as assigned.
QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
- BA/BS and/or experience in art-related field.
- Minimum two years office administration experience, preferable in sales or related customer service.
- Demonstrated ability with Microsoft Office products and previous use of small business accounting package. Math proficiency, including ability to handle cash accurately and ethically.
- Excellent interpersonal, written and oral communication skills; ability to communicate effectively and project a professional image when giving and taking information in writing, in person, and over the phone.
- Ability to assess priorities and work well under pressure; excellent time management, problem-solving, and organizational skills.
- Ability to work with close attention to detail and to maintain confidentiality of sensitive information.
- Ability to work with members, volunteers, visitors, artists and co-workers professionally and tactfully.
- Ability to adhere to Museum policies and to support management decisions in a positive, professional manner.
- Professional and businesslike in appearance and demeanor.
