Operations Assistant

PRIMARY FUNCTION

The 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

 Administrative

Process Operations Department purchase orders and expenses, track payments, complete the new vendor forms, liaise with Phillips AP and vendor AR departments

Obtain vendor COIs and indemnity agreements, ensure they meet requirements and are kept up to date

Track and respond to all company maintenance requests

Office and Mailroom

Responsible for inventory management of office supplies, order and restock items such as paper, stationery, pens, paperclips, folders, bottled water, and furniture

Pickup mail and packages from building mailroom and deliver to staff when Client Services is unable to

Make deliveries between office and gallery including mail, supplies, and library books

Oversee shredding collection services vendor

Responsible for inventory management of pantry supplies, order and restock items such as paper towels, sponge, dish soap, plastic utensils, plates, cups, milk, tea and coffee

Maintain all pantry equipment including dishwashers, ice machine, refrigerators, coffee machines and water dispensers

Health and Safety

Conduct monthly safety inspections

Responsible for inventory management of first aid and PPE supplies, order and restock first aid kits and PPE

Patrol premises routinely to identify and remediate hazards and maintenance issues

Place safety hazard signs and stanchions in the building (wet paint, wet floor, work above etc.) when required

Maintain CPR and AED certification, perform site Fire Warden duties

Keyholder responsibilities to open and close the site

Provide breaks for security guards when required

Gallery and office emergency responder when necessary, conceivably during non-business hours

  Facilities

Responsible for inventory management of porter supplies, order and restock items such as trash bags, cleaning solutions, soap, swifter pads, and hand towels

Assist 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 premises

Oversee relationship with exterminator and rubbish collection vendors

Empty fridges weekly

Empty dishwasher each morning when porter unavailable

Reset meeting rooms, collect water bottles, glasses, and replace with new before and after meetings

   Operations

Support Operations Team with daily tasks

Assist in exhibition, auction, staff meeting, conferences and event setups and de-installs

Accompany vendors working onsite, occasionally during non-business hours

Assist office and desk moves, assembling and moving furniture, unplugging and cabling equipment

Provide video production support during auctions

Complete minor repairs

Receive Operations deliveries such as pallets and boxes of supplies, packaging, catalogues and bottled water; put away in storage

Maintain a clear and clean loading dock and storage areas

Serve as gallery primary freight elevator operator

Operate BMS (Building Management System) to adjust office and gallery temperature

Perform any other ad-hoc duties as requested

Assist in LIC warehouse as required

JOB SKILLS AND REQUIREMENTS

Ability to communicate in a professional manner

Work independently

Attention to details

Must be able to lift upwards of 70 pounds

Dependability

Team player

Proactive individual who shows initiative during down times

Willingness to help others

Professional attitude: Friendly, patient, outgoing, professional appearance and demeanor

Commitment to regular and punctual attendance

EDUCATION, TRAINING AND EXPERIENCE

High school diploma or GED preferred

2 years of office and clerical experience

2 years porter or custodial experience

Some mechanical skills desired

Able to work a flexible schedule including some nights and weekends

Must be reliable and professional

Good customer service skills

Good communication skills

Proficient in Microsoft Office Suite: Excel, Powerpoint, Word, Outlook

WORKING CONDITIONS

Work is primarily undertaken in 432 Park Ave gallery and office and 950 Third Avenue office

Occasional work at LIC warehouse

Occasional evening and weekend shifts required.

Must be able to lift up to 70 lbs.

ADDITONAL INFORMATION

The hourly pay range for the role is $20.00-25.00 per hour.