Art Work Fine Art Services is accepting applications for a Project Manager in the Portland office. Project Managers are responsible for client relationships and project management for their assigned location. This role is responsible for successful development and implementation of client projects and will see all projects from initial contact to project completion. This role requires a strong client-focused mindset and disciplined follow-up to ensure client requests are met with expedience and quality. Ideal candidates work well in a team environment and are comfortable both allowing others to lead and taking the lead when required. Successful project implementation requires working through field teams and clear tracking of project details. Record-keeping and communications should be clear and descriptive, to support transparency with clients and within the project team.
The Project Manager is the primary person responsible for client contact, relationship management, estimating and project planning in the assigned location. Estimating and scheduling responsibilities are shared with other Project Managers.
This role requires detailed knowledge of art handling best practices, museum standards of care, in-depth understanding of fine art logistics and the documentation requirements necessary to maintain the chain of control and legal necessities. This role typically works M-F 9:00am – 5:00pm, with after–hours participation as needed. After-hours, overnight, and weekend projects offer additional income opportunities.
Project Manager Primary Responsibilities Include:
– Handle client (and other stakeholder) communications, including estimate, scheduling, and follow-up.
– Supervise jobs from beginning to end, with particular attention to large, specialized or complex jobs.
– Identifies whether an incoming request should be referred to another project manager based on the project, i.e.: Crating Manager, Collections Manager or other Project Manager. Refers to the appropriate party, provides sufficient information to client and transitions to new AW contact.
– Responsible for timely response to client requests and excellent customer service: calls and emails responded to by end of day, follow up on outstanding/pending requests or jobs, and coordinates with other managers to share job-scheduling responsibilities.
– Understand and fulfill the needs of each job, including plan reviews, permit submittals, sub-contractor involvement, fabrication, and logistics.
– Utilize a consultative approach to determine technical requirements, design solutions, define dependencies, assess risks, and build estimates.
– Liaise and collaborate with internal and external resources [including third party booking and management].
– Communicate and coordinate with co-workers to schedule and share resources.
– Track labor and costs in detail against estimate/budget, request change orders when necessary and prepare final report of each project with budget vs actual, or estimate vs. invoice.
– Understand and oversee liability and risk management issues.
– Project Plan and Art Manager data entry / data maintenance [dates, tasks, subtasks, expenses, and paperwork.
– Leads complex projects in the field and/or works with other project managers to staff jobs.
– Ensures all employees are trained in and use best practices for safe transport of objects.
– Understand and prioritize the importance of information transfer between company departments, especially regarding gathering and documenting useful and accurate registration, project or client information.
– Participates in morning meetings with all staff to discuss jobs for the day. Communicates necessary job details to field teams.
– Ensures all employees are prepared for daily jobs, including information about upcoming jobs and proper preparation of equipment and materials.
– Acts as a specialist and trainer to cross-train staff on areas of expertise.
Amount of Time in Field: 20-50%
Estimated time in general activities
– 90% project management
– 10% warehouse, art handling, related support for other members of the team
Required skills and experience:
– Minimum 2 years’ experience in a high-volume art service company, museum, or gallery.
– 5 or more years Art Handling experience
– Knowledge of museum storage, art handling and transportation best practices
– Certified forklift/aerial manlift operator preferred
– Holds or willing to obtain rigging certification
– Attention to detail and accuracy in communication
– Ability to work independently, and as a leader or member of a team
– Ability to lift 75lbs
– Bachelor of Arts Degree in the arts or museum studies or equivalent, or combination of education and experience
This position is an hourly, non-exempt role. Nonexempt employees are workers who are entitled to earn the federal minimum wage and qualify for overtime pay, which is calculated as one-and-a-half times their hourly rate for every hour they work above and beyond a standard 40-hour workweek. This position does not have responsibility for directly managing other employees but will supervise and direct staff working on assigned projects.