OverviewWe are seeking a highly organized, detail-oriented, and proactive Project Coordinator to join our collaborative and supportive Project Management department at Boxart. The ideal candidate will play a critical role in facilitating the smooth progression of projects from initiation to close, providing essential administrative and logistical support to our Project Managers and production team. This role requires strong communication skills, an ability to manage multiple priorities simultaneously, and a keen eye for accuracy, particularly when handling information and data entry for various projects.Boxart, established in Brooklyn, New York, in 1990, specializes in crafting custom solutions for the safe handling, transport, and storage of art for private and institutional collections. With a strong focus on client experience, innovation, and technical expertise, Boxart is dedicated to meeting the unique needs of both the artwork and its owner. Our specialized team is committed to excellence, ensuring seamless project execution from start to finish.Core ResponsibilitiesThe Project Coordinator will be responsible for managing the administrative lifecycle of all projects, including:Project Initiation and Data Management: Assist in opening all new projects in the company database, entering initial and placeholder information to support project planning and forecasting for both project management and the production department. Maintain project records, ensuring they are consistently accurate and up to date as projects progress.Document Control: Save and properly file all relevant documents, approvals, and communications to project records throughout the project cycle. Accurately enter critical project data into the database.Communication Preparation: Draft and prepare weekly paperwork and communications required for onsite appointments. Coordinate with Project Managers for timely reviews and final approvals before distributing these communications.Vendor Coordination: Initiate and manage contact with outside vendors as necessary to obtain estimates and facilitate project execution.Financial Administration: Draft and prepare final invoices upon project close, submitting them for review and approval by Project Managers.Support ResponsibilitiesThe Project Coordinator will actively support Project Managers and department goals by:Process Monitoring: Monitor ongoing communications between Project Managers and clients to confirm that project status and records are current. Proactively step in to address or retrieve any missed information to ensure projects remain on track.Estimate Assistance: Assist with drafting preliminary estimates for client requests. Clearly and effectively communicate the included costs for peer review and flag any concerns with client-provided information that may require further clarification or follow-up.Required Skills and ExperienceEducation: Bachelor’s DegreeExperience: Executive-level Administrative Assistance or Fine Arts logistics experience is idealTech Savvy: Fluency with Mac OS and Google Workspace preferred. Experience with Filemaker Pro a plusDesired Skills and AttributesExceptional Organizational Skills: Highly organized with an unwavering attention to detail. You spot inconsistencies that others might miss.Time Management: Proven ability to manage time effectively, prioritize tasks, and meet deadlines in a fast-paced environment.Communication: Excellent written and verbal communication skills.Industry Interest and experience (Preferred): Some foundational knowledge of or interest in the art world is a plus.Collaboration: A supportive and positive team player, eager to contribute to a collaborative work environment.Our Goal for YouAs you grow in this role, you will transition from executing direct tasks given by PMs to independently recognizing opportunities where you can effectively intervene and facilitate project progress. The ultimate goal is for the Project Coordinator to become an equally key member of our collaborative, supportive, and hard-working department while working towards the role of Project Manager.
