Administrative & Operations Coordinator - 26 021

Job Description

We are an independent art studio seeking a highly organized and detail-oriented Administrative & Operations Coordinator to provide part-time support. The successful candidate will work directly with the owner to help manage administrative functions, organize business information, support project coordination, and improve operational efficiency.

This is a remote work position with occasional virtual meetings.

Days & Hours of Work: Flexible – employee can set own schedule

Wage: $25-30/ Hr

Key Responsibilities:

Administrative Support:

• Manage and organize business documents and records
• Maintain digital filing systems
• Prepare and format business documents, proposals, and reports
• Coordinate electronic signatures and document collection
• Track deadlines and follow-up items

Financial Administration:

• Organize receipts and financial records
• Support bookkeeping preparation
• Assist with tax and accountant documentation requests
• Maintain expense tracking systems
• Reconcile and organize administrative records

Project & Operations Support:

• Maintain project trackers and task lists
• Schedule meetings and coordinate calendars
• Document meeting notes and action items
• Monitor project follow-ups and outstanding tasks
• Support process documentation and standard operating procedures

Business Administration:

• Assist with email organization and correspondence
• Support vendor and contractor coordination
• Maintain CRM and contact databases
• Help organize business assets, archives, and historical project information
• Assist with transitioning completed projects into long-term archives
• Identify opportunities to streamline administrative processes
• Recommend tools, templates, and workflows
• Help establish repeatable systems that reduce administrative workload