PRIMARY FUNCTIONThe Operations Assistant performs a wide range of duties to help support the Operations Department. This role is essential in the efficient operation of the office and gallery by handling administrative tasks, vendor coordination, inventory management, facilities upkeep, and health and safety responsibilities. It provides hands-on operational assistance for events, auctions, and daily site needs, ensures a safe and well-maintained environment, and assists the Operations team with general duties as required. Phillips values a workforce with a wide variety of experiences, backgrounds and skills, so we encourage you to apply even if you do not meet all of the qualifications.DUTIES AND RESPONSIBILITIES AdministrativeProcess Operations Department purchase orders and expenses, track payments, complete the new vendor forms, liaise with Phillips AP and vendor AR departmentsObtain vendor COIs and indemnity agreements, ensure they meet requirements and are kept up to dateTrack and respond to all company maintenance requests Office and MailroomResponsible for inventory management of office supplies, order and restock items such as paper, stationery, pens, paperclips, folders, bottled water, and furniturePickup mail and packages from building mailroom and deliver to staff when Client Services is unable toMake deliveries between office and gallery including mail, supplies, and library booksOversee shredding collection services vendorResponsible for inventory management of pantry supplies, order and restock items such as paper towels, sponge, dish soap, plastic utensils, plates, cups, milk, tea and coffeeMaintain all pantry equipment including dishwashers, ice machine, refrigerators, coffee machines and water dispensers Health and SafetyConduct monthly safety inspectionsResponsible for inventory management of first aid and PPE supplies, order and restock first aid kits and PPEPatrol premises routinely to identify and remediate hazards and maintenance issuesPlace safety hazard signs and stanchions in the building (wet paint, wet floor, work above etc.) when requiredMaintain CPR and AED certification, perform site Fire Warden dutiesKeyholder responsibilities to open and close the siteProvide breaks for security guards when requiredGallery and office emergency responder when necessary, conceivably during non-business hours FacilitiesResponsible for inventory management of porter supplies, order and restock items such as trash bags, cleaning solutions, soap, swifter pads, and hand towelsAssist with ensuring the general integrity and cleanliness of gallery and office, by cleaning debris piles, spills, messes, leaks and floods as needed, remove any random trash from interior and exterior of premisesOversee relationship with exterminator and rubbish collection vendorsEmpty fridges weeklyEmpty dishwasher each morning when porter unavailableReset meeting rooms, collect water bottles, glasses, and replace with new before and after meetings OperationsSupport Operations Team with daily tasksAssist in exhibition, auction, staff meeting, conferences and event setups and de-installsAccompany vendors working onsite, occasionally during non-business hoursAssist office and desk moves, assembling and moving furniture, unplugging and cabling equipmentProvide video production support during auctionsComplete minor repairsReceive Operations deliveries such as pallets and boxes of supplies, packaging, catalogues and bottled water; put away in storageMaintain a clear and clean loading dock and storage areasServe as gallery primary freight elevator operatorOperate BMS (Building Management System) to adjust office and gallery temperaturePerform any other ad-hoc duties as requestedAssist in LIC warehouse as requiredJOB SKILLS AND REQUIREMENTSAbility to communicate in a professional mannerWork independentlyAttention to detailsMust be able to lift upwards of 70 poundsDependabilityTeam playerProactive individual who shows initiative during down timesWillingness to help othersProfessional attitude: Friendly, patient, outgoing, professional appearance and demeanorCommitment to regular and punctual attendanceEDUCATION, TRAINING AND EXPERIENCEHigh school diploma or GED preferred2 years of office and clerical experience2 years porter or custodial experienceSome mechanical skills desiredAble to work a flexible schedule including some nights and weekendsMust be reliable and professionalGood customer service skillsGood communication skillsProficient in Microsoft Office Suite: Excel, Powerpoint, Word, Outlook WORKING CONDITIONSWork is primarily undertaken in 432 Park Ave gallery and office and 950 Third Avenue officeOccasional work at LIC warehouseOccasional evening and weekend shifts required.Must be able to lift up to 70 lbs. ADDITONAL INFORMATIONThe hourly pay range for the role is $20.00-25.00 per hour.
