Almine Rech is looking for a Gallery/Office Manager to join the team. 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.
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.
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.) Gather supplier invoices and code them into the financial systems in accordance with the accountant's recommendations.
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. 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.