Operations & Administrative Coordinator

White Trading Limited; Greater London; On-site; GBP 30,000 - 40,000; Full time

Benefits offered by this job

25 days holiday

Bank holidays

Company pension

Laptop provided

Phone provided

Travel opportunities

Job summary

White Trading Limited is seeking an organised and adaptable Operations & Administrative Coordinator to support a busy Shoreditch studio and the Artist/Director on a 1-year fixed-term contract.

You will manage daily activities, handle correspondence, maintain large databases and coordinate suppliers, invoices and project logistics while collaborating across commercial, public-art and charitable projects. A strong organisation and independent working style are essential.

Qualifications

• Excellent organisation and attention to detail.
• Strong IT and database skills.
• Patience and maturity.
• Confidence dealing with strong personalities.
• Ability to prioritise and work independently.
• Discretion and reliability.
• Good written and verbal communication skills.
• Hands-on attitude.
• Ability to stay calm when plans change.
• Willingness to take responsibility.

Responsibilities

• Supporting and organising the Artist/Director’s daily activities and priorities.
• Monitoring emails, correspondence and general administration.
• Maintaining databases, records and the studio’s extensive archive.
• Coordinating appointments, contractors, suppliers and studio visits.
• Assisting with invoices, bills, insurance, subscriptions and other office administration.
• Supporting commercial, charitable and public-art projects.
• Liaising with galleries, clients, professional advisers and external organisations.
• Helping coordinate materials, transportation, shipping and project logistics.
• Supporting events and occasionally travelling with the Artist.
• Working with legal advisers on licensing, intellectual property and related administration.
• Taking ownership of the many smaller issues that arise within a busy working environment.

Skills

Organisation

IT skills

Database skills

Discretion

Communication

Independence

Calm under pressure

Education

Experience in admin/ops

Tools

Microsoft Office

CRM systems

Job description

Operations & Administrative Coordinator (280jc) – Shoreditch, London – £35k + Benefits

Our client is seeking a highly organised, adaptable and confident Operations & Administrative Coordinator to support the day-to-day activities of a successful Artist/Director and their busy Shoreditch studio on 1 year Fixed Term Contract

THIS IS NOT A CONVENTIONAL ADMINISTRATIVE POSITION.

You will be working closely with the Artist/Director and supporting a fascinating mixture of commercial projects, public artwork, charitable initiatives, administration and general studio activities.

As with the Operations Manager position, we are also recruiting for, personality, patience and the ability to deal with people will be extremely important.

The Artist has a strong personality and works at pace, so we need somebody who can build a good working relationship with them, understand how they operate and remain calm when priorities change.

You will need to be organised enough to bring structure to the working day while being flexible enough to deal with the unexpected.

Key responsibilities will include:

• Supporting and organising the Artist/Director’s daily activities and priorities.
• Monitoring emails, correspondence and general administration.
• Maintaining databases, records and the studio’s extensive archive.
• Coordinating appointments, contractors, suppliers and studio visits.
• Assisting with invoices, bills, insurance, subscriptions and other office administration.
• Supporting commercial, charitable and public-art projects.
• Liaising with galleries, clients, professional advisers and external organisations.
• Helping coordinate materials, transportation, shipping and project logistics.
• Supporting events and occasionally travelling with the Artist.
• Working with legal advisers on licensing, intellectual property and related administration.
• Taking ownership of the many smaller issues that arise within a busy working environment.

Who are we looking for?

Previous experience within the art world would certainly be useful, but I would not regard it as essential for the right person.

More important will be your ability to demonstrate:

• Excellent organisation and attention to detail.
• Strong IT and database skills.
• Patience and maturity.
• Confidence dealing with strong personalities.
• The ability to prioritise and work independently.
• Discretion and reliability.
• Good written and verbal communication skills.
• A practical, hands-on attitude.
• The ability to remain calm when plans change.
• A willingness to take responsibility rather than wait to be told what to do.

We would particularly welcome applications from military veterans and Service Leavers with strong administrative, operational or organisational experience.

This could potentially suit somebody from a military administrative, operations support, logistics, intelligence, communications or headquarters environment who is now looking for something completely different on Civvy Street.

You certainly don’t need to know everything about the art world on day one.

You do need to be organised, adaptable, comfortable dealing with people and capable of becoming someone the Artist can rely upon.

In return he is offering a good salary circa £35k + benefits which include 25 days + Bank Holidays, company pension, company laptop and mobile phone and occasional UK and international travel