Administrative Project Coordinator

The Administrative Project Coordinator is responsible for supporting administrative operations and project execution, ensuring high standards of organization, accuracy, and confidentiality. This role combines administrative functions with coordination of key initiatives, including document management, digitalization, project support, and cross-functional coordination. It is a high-trust position requiring strong attention to detail, structured thinking, and the ability to manage multiple priorities effectively.

Responsibilities:

• Coordinate and track administrative and operational projects, ensuring deadlines and objectives are met.
• Organize, digitize, and maintain company files, historical records, and documentation.
• Develop and manage structured digital repositories to ensure accessibility, organization, and data security.
• Maintain a detailed inventory of the company’s art collection, including location, photographs, and documentation of authenticity.
• Coordinate the movement, acquisition, and logistics of art pieces as required.
• Act as liaison with galleries, vendors, and external stakeholders.
• Prepare reports, presentations, and executive documents.
• Support process improvement and operational efficiency initiatives.
• Coordinate meetings, schedules, and communication across internal and external stakeholders.
• Handle sensitive and confidential information with the highest level of discretion.
• Provide general administrative support (calls, coordination, follow-ups, etc.).
• Ensure a high-quality internal and external customer service experience.
• Support special projects, events, or initiatives as needed.

• Bachelor’s degree in Business Administration, Office Administration, or related field.
• Previous experience in administrative roles, project coordination, or document management.
• Proficiency in digital tools (MS Office 365 or similar platforms).
• Strong written and verbal communication skills in both English and Spanish.
• High level of organization, attention to detail, and time management.
• Ability to manage multiple tasks and priorities simultaneously.
• Strong discretion and ability to handle confidential information.
• Ability to collaborate effectively and build strong working relationships.
• Availability for extended hours or occasional travel (as needed).

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