Job Title: Operations Manager

Location: Chelsea, New York City

About Us:

We are a dynamic design gallery in New York City, seeking a highly organized and experienced Operations Manager to oversee day-to-day operations, including logistics, inventory management, vendor relations, and financial oversight. The ideal candidate will have extensive experience in gallery operations, exhibition coordination and the ability to manage complex logistics with an eye for detail.

Vendor Relations & Orders Management

Purchase Order Management: Create and process Purchase Orders (POs), confirming details with Sales Associates to ensure accuracy. Verify specifications and client down-payments before submitting POs to vendors.

Vendor Relations: Place Purchase Orders with vendors and communicate billing, payment terms, and schedules in partnership with the Bookkeeper to ensure smooth financial processes.

Order Management & Scheduling: Maintain a comprehensive orders management system, tracking each order or project’s schedule. Set reminders for follow-ups, obtain shipping quotes, and manage due balances to ensure timely fulfillment.

Production & Delivery Coordination: Oversee the overall production and delivery schedule for orders, including scheduling vendor pickups with a minimum of one week's notice.

Sales Associate Communication: Coordinate with Sales Associates to communicate shipping schedules, delivery estimates, and any expected customs duties, ensuring transparency and alignment with client expectations.

Shipping & Logistics

International Shipping: Handle import and customs processes, including paperwork management and rates negotiation. Coordinate delivery updates with the Sales Team and Gallery Associates to ensure smooth international transactions.

Local Shipping: Organize local deliveries, including scheduling messengers and preparing, packing, and dispatching samples or stock inventory.

Record Keeping: Maintain detailed records of all shipments, forward them to the Bookkeeper, and track loans/memos sent to clients.

Inventory Management: Oversee the receipt and inspection of inventory upon arrival, documenting all inventory movements and ensuring accuracy.

On-Site/Gallery Storage Management: Supervise and maintain inventory, samples, and equipment in the basement storage area. 

Reporting & Documentation: Manage all consignment reports with vendors, ensuring accuracy and timely updates. Oversee the status of artworks in the digital inventory systems, ensuring accurate record-keeping. Collaborate with the Gallery Director to prepare and send end-of-year (EOY) sales reports.

Exhibitions and Design Fair Logistics

Project Management: Oversee the project management and logistics for gallery exhibitions and design fairs, ensuring timely and proper installation of artworks.

Event Management: coordinate staffing and manage event planning and execution to meet gallery and artist standards and stakeholder expectations.

Inventory and Financial Control

Maximize Inventory & Cash Control: Implement strategies to optimize inventory management and cash flow, including loss prevention techniques. Regularly review wholesale, trade, and retail pricing with the owner.

Pricing & Data Entry: Verify the accuracy of pricing within the system, ensuring alignment with bills, vendor estimates, and shipping documents. Ensure correct entry of materials, sizes, and custom options for all inventory.

QuickBooks (QB) System Management: Manage classifications, categorizations, associated sales reps, and shipping line items within QuickBooks to maintain efficient reporting.

Inventory Tracking & Reporting: Monitor on-hand and in-storage inventory, providing quarterly reports to the owner. Track both consigned and purchased inventory to ensure accurate records.

Gallery Operations & General Assistance:

Customer Service: Answer phone calls and greet clients at the front desk, providing a welcoming and professional gallery experience.

Supplies Management: Order and manage gallery supplies, maintaining detailed records and forwarding them to the bookkeeper for financial tracking.

Operational Scheduling: Coordinate cleaning services and schedule service providers and contractors to ensure smooth daily operations.

Vendor Relations: Handle all stock-related inquiries from vendors, maintaining clear communication and efficient processes.

Qualifications:

3 years of experience in operations management, preferably in the art or creative industries.

Bachelor’s degree in Art History, Studio Art, Supply Chain Management, or a related field.

Proficiency with QuickBooks Online, inventory management software, and project management tools.

Strong organizational, communication, and multitasking skills.

Experience in international and domestic shipping, inventory control, and vendor relations.

Why Join Us?

This is an exciting opportunity to contribute to a fast-paced, creative environment in the heart of New York City. As our Operations Manager, you will be crucial in ensuring that our exhibitions, gallery operations, and logistics run smoothly while collaborating with international vendors and working with a passionate team.

Please email your cover letter and resume to amelia@ateliercourbet.com