Gallery/Office Manager

About the Company

Almine Rech is looking for a Gallery/Office Manager to join the team. We are looking for an enthusiastic individual who is well-organized, great at communicating/multitasking and has an eye for detail.

About the Role

The Gallery/Office Manager oversees the smooth running of the space by organizing and coordinating gallery finances, administration, and operations. He/she is responsible for aspects related to financial management including conducting KYC check, raising client invoices, paying suppliers, following the bank accounts and assisting the accountant with the preparation of monthly management closing and annual budgeting.

Responsibilities

Personnel Management / HR

• Supervise activities of Gallery Assistant and Intern, assigning projects and following up to ensure successful completion according to requirements and deadlines.
• Coordinate human resource activities including payroll, benefits, days off.
• Local HR support for hiring, onboarding and offboarding staff; participating as needed with candidate interviews, hire process, leaver process, and supervision of staff.

Operations

• Manage daily activities to ensure operational-related office policies are followed and that any changes are communicated to staff in the most effective way.
• Provide general administrative support for directors and staff when required, including calendar meeting management, client communications, and project management.
• Manage the gallery staff petty expenses process and controls staff debit/credit cards.
• Manage new artist onboarding process including drafting, sending, and monitoring all contracts and subcontracts. Ensure contracts are signed and filed for future reference.
• Coordinate press announcements and email campaigns with the support of Gallery Assistant.

Financial Management

• Collect documentation and conduct Know Your Client (KYC) and Anti-Money Laundering (AML) checks as required for new client/artist.
• Raise client invoices applying correct conditions (discount if applicable, sales tax based on shipping destination, etc.) in accordance with the accountant’s recommendations.
• Follow up client cash collection and chase overdue if needed.
• Gather supplier invoices and code them into the financial systems in accordance with the accountant’s recommendations.
• Ensure the accuracy of all supplier invoices and pay suppliers in a timely manner by issuing and confirming all payments.
• Work closely with the accountants on all reconciliations (eg: Accounts Receivable and Accounts Payable) and liaise with the accountant for the preparation of monthly management closing and flag any concerns to CFO as necessary.
• Liaise with the bank account manager, make bank deposits, monitor and control bank account balances for incoming/outgoing funds, verify and post details of business transactions and provide frequent cash flow updates to CFO.
• Monitor and report to CFO on gallery budget vs. actual performance.

Qualifications

• Minimum 3-5 years’ experience working for a commercial art gallery, auction house, museum, or related field.
• Former financial management experience strongly preferred.
• Experience in managing a team.

Pay range

Salary: 50-55 €

Equal Opportunity Statement

We are committed to diversity and inclusivity.