This is a key role at Pace Prints. You will serve as the primary point of contact for the outsourced accounting team, the registrar, and the sales teams, ensuring alignment across all departments. We are looking for someone who will increase productivity and improve workflow in this position. RESPONSIBILITIESInvoicing & Payments• Generate invoices for all artwork sales as directed by sales directors, customizing based on individual sales agreements.• Coordinate with clients, advisors, and consignors to obtain accurate billing and shipping information.• Maintain a comprehensive understanding of sales tax guidelines, working with the outsourced Accounting team and Director of Operations to ensure compliance.• Track overdue invoices and follow up with clients as needed.• Track non-art costs for reimbursement, including compiling vendor invoices and consolidated shipping costs.• Generate non-art invoices and track payment status.• Coordinate initial shipping details with appropriate contacts once invoices are paid.• Facilitate payments to third parties, including advisor commissions, consignor, and resale payments.• Monitor outstanding invoices and notify dealers of overdue payments so they can initiate first-stage collection follow-up.• Generate and distribute account statements for dealer review. Releases & Statements• Send internal release communications once invoices are paid.• Work with registrars to facilitate shipments of artworks to clients.• Create statements for artists, consignors, commissions, and resale payments, ensuring accurate sales splits and reimbursements. Sales Tracking & Reporting• Track unresolved sales and reserves in Artlogic and Quickbooks.• Maintain accurate records in Artlogic, including collector and vendor information and provenance for resale inventory.• Liaise with outsourced accounting team and registrars regarding all incoming and outgoing artworks tied to financial activity.• Maintain detailed sales records and reporting spreadsheets.• Prepare weekly sales and payment reports, as well as exhibition and art fair reports for leadership.• Generate additional analytical reports as needed. Pricing & Database Management• Ensure pricing is current and accurate in Artlogic.• Manage and maintain artwork database records, ensuring accuracy and consistency across systems. Consignments & Agreements• Oversee and manage resale agreements, including drafting, tracking expirations, renewals, and returns.• Review consignment agreements from a financial perspective.• Record sales splits and agreement terms in Artlogic. Logistics & Coordination• Oversee logistics for incoming and outgoing artworks related to Private Collections and Re-sales.• Coordinate with registrars to ensure accurate tracking, documentation, and movement of artworks.• Ensure Artlogic locations are current and follow up on shipping documentation.• Maintain provenance records in collaboration with the Registrar team.• Track artwork reserves and sales in coordination with registrars.• Provide support to the Registrar as needed.• Assist with updating artwork values for annual insurance renewals. Qualifications• At least five to seven years of financial/bookkeeping experience, preferably in the arts• Bachelor’s Degree• Strong project management experience• Excellent communication skills, capable of conveying ideas clearly and engagingly to diverse audiences• Strong planning and organizational abilities• Calm and positive demeanor under pressure ScheduleMonday: 9:30am - 5:30amTuesday - Friday: 10am - 6pm
