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Art Operations Supervisor

2 months ago

Seattle, Washington, United States ART WORK Fine Art Services Full time


The Art Operations Supervisor plays a crucial role in the comprehensive oversight of their designated site, encompassing business oversight, operational coordination, and personnel management.

This position necessitates a blend of business acumen to ensure the financial viability and operational efficiency of the office, alongside operational coordination to guarantee that communications and processes align with company expectations.

Effective personnel management is essential to foster communication, provide direction, and enhance the skill sets of Art Handlers.

The Art Operations Supervisor will ensure that estimating, project oversight, and storage initiatives are progressing as planned, either by directly executing tasks or by collaborating with team members.

This role demands a thorough understanding of art handling best practices, adherence to museum care standards, a comprehensive grasp of fine art logistics, and the documentation protocols required to uphold the chain of custody and legal obligations.

This position typically operates Monday through Friday, with flexibility for after-hours involvement as necessary.

Key Responsibilities of the Art Operations Supervisor Include:
**Business Oversight**: Manages Local Office and Field Team
Follows all protocols regarding client interactions, information dissemination, project planning, and reporting. Ensures that all direct reports are informed of and adhere to guidelines for their respective communication, information, and documentation responsibilities.


**Operational Coordination**: Ensures prompt responses to client inquiries and delivers exceptional customer service: all calls and emails are addressed by the end of the day, with follow-ups on outstanding requests or projects.

May directly address new or existing client/customer service inquiries or delegate them to other team members.
Guarantees that all communications are timely, professional, and encompass complete and necessary information.
Prepares estimates for fieldwork and transportation for clients, coordinating location-specific estimates with crating and storage departments.
Collaborates with the Administrative Coordinator to schedule all assignments and allocate employee, vehicle, and material resources for field operations. Utilizes scheduling tools to manage resources effectively.
Works with the Storage Preparator to arrange warehouse tasks as required.

**Personnel Management**: Directs all communication with direct reports: daily operations, job scheduling, training, company updates, and HR matters.
Conducts morning briefings with all staff to discuss daily assignments, including crating, collections, storage, or other relevant staff to convey project-specific details. Keeps meetings concise yet informative, ensuring essential information is shared and redirecting discussions as needed.
Ensures all employees are adequately prepared for daily tasks, including information about upcoming assignments and the proper preparation of equipment and materials.
Facilitates monthly meetings with art handling teams to incorporate training, communication, and morale-boosting activities.

Invites specialists from various departments or within the team to share insights and cross-train on areas of expertise.

Conducts semi-annual performance reviews for all art handlers, including leads and project managers. Gathers feedback from other managers to provide a comprehensive view of employee strengths and areas for improvement. Makes recommendations for merit increases or performance plans when necessary.
Ensures all employees receive training in art handling safety and best practices.

Ensures that vehicles and driving teams are prepared for all local or long-distance routes, including vehicle/driver training, vehicle readiness, and best practices.

Collaborates with Project Managers or vehicle specialists to finalize physical route planning, training, and vehicle readiness.
Ensures all employees are trained in and adhere to best practices for the safe transport of objects.
Conducts initial employee interviews and provides recommendations for follow-up interviews or declines.

**Project Oversight**: Collaborates with other managers to staff assignments.
Ensures clear team communication and preparation.
Delivers superior client service directly or through team members.
Provides finance and leadership with adequate information for planning and forecasting

Completes project-related tasks through designated Project Managers or other support personnel, and undertakes responsibilities personally when necessary to ensure successful operations.

Estimated time in general activities: 10% business oversight
30% management of daily operations
20% personnel management
40% project oversight

**Required Skills and Experience**: Minimum 10 years' experience in a high-volume art service organization, museum, gallery, or related field
3 or more years of Art Handling experience
Knowledge of museum storage, art handling, and transportation best practices
Proficiency in collections management databases preferred
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint)
Attention to detail and accuracy in communication
Bachelor of Arts Degree in the arts or museum studies or equivalent, or a combination of education and experience

This position is a salaried, exempt role. Exempt employees manage others or possess a specific administrative specialty. Exempt employees are not entitled to overtime pay and are instead assigned tasks or duties for their role.


Art Work Fine Art Services offers a competitive benefits package that includes Medical, Dental, Vision, LTD, AD&D, Company-paid and Voluntary Life Insurance, Vacation Time Off, 401(k) Plan, and College Tuition Plan.


Equal Opportunity Employer:
We value diversity and do not discriminate based on gender, faith, age, or skin color.

Art Work Fine Art Services seeks diverse backgrounds and perspectives and strives to offer equal opportunity to all dedicated individuals.

Come as you are.