Arts & Interiors CRM & Administrative Support Specialist

About the Biz

We are a growing U.S.-based gallery business specializing in contemporary art, custom commissions, curated exhibitions, and private collectors. Our work spans fine art sales, online exhibitions, NFT/digital art coordination (if applicable), and artist representation.

We are seeking a highly organized, tech-savvy, and detail-oriented CRM & Administrative Support Specialist to manage client relationships, streamline backend operations, and ensure smooth day-to-day administrative processes.

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Position Overview

The CRM & Administrative Support Specialist will be responsible for managing and optimizing our customer relationship management system, maintaining accurate client records, assisting with sales and collector follow-ups, coordinating internal communications, and supporting administrative functions across the gallery.

This role requires someone who understands client lifecycle management, is comfortable working with high-end clientele, and can maintain confidentiality and professionalism at all times.

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Key Responsibilities

CRM Management & Optimization
• Manage and maintain CRM systems (e.g., HubSpot, Salesforce, Zoho, Monday.com, Airtable, or similar platforms)
• Update client records, collector profiles, and transaction history
• Segment contacts (collectors, artists, partners, prospects, VIP clients)
• Create automated workflows for email follow-ups and lead nurturing
• Track sales pipelines and generate performance reports
• Monitor inquiries from website, social media, and email campaigns
• Ensure CRM data accuracy and compliance with U.S. data privacy standards

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Client & Sales Support
• Assist in managing art sales inquiries and follow-ups
• Coordinate invoices, payment tracking, and documentation
• Maintain collector communication logs
• Prepare client presentations and artwork proposals
• Track artwork availability, inventory, and commission timelines
• Support email marketing campaigns and newsletters

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Administrative Support
• Manage daily email correspondence and scheduling
• Coordinate meetings with collectors, artists, and partners
• Prepare contracts, invoices, and sales agreements
• Maintain organized digital filing systems (Google Drive, Dropbox, etc.)
• Assist with bookkeeping coordination (not full accounting)
• Support grant submissions or exhibition proposals (if applicable)
• Help maintain SOP documentation and operational workflows

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Reporting & Data Analysis
• Generate weekly/monthly CRM and sales performance reports
• Track conversion rates, lead sources, and collector engagement
• Maintain KPI dashboards
• Provide strategic recommendations based on CRM data insights

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Required Qualifications
• Must be based in the United States
• A year or less experience in CRM management and administrative support
• Experience working with small businesses, creative industries, or galleries preferred
• Strong knowledge of CRM platforms (HubSpot, Salesforce, Zoho, or similar)
• Proficient in:
• Google Workspace
• Microsoft Office (Excel proficiency required)
• Project management tools (Asana, Trello, Monday.com, etc.)
• Strong written and verbal communication skills
• Exceptional organizational and time-management skills
• Ability to handle confidential client information
• Experience supporting sales teams or client services

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Preferred Qualifications
• Background in art, design, or creative industries
• Experience working with collectors or high-net-worth clients
• Familiarity with email marketing platforms (Mailchimp, Klaviyo, ConvertKit)
• Basic bookkeeping knowledge (QuickBooks familiarity a plus)
• Experience managing digital art or NFT-related CRM systems (optional)

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Key Competencies
• Detail-oriented with strong data accuracy
• Professional and client-focused mindset
• Self-motivated and proactive
• Strong problem-solving skills
• Ability to work independently in a remote setting
• High discretion and confidentiality

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Work Environment
• Fully remote (U.S.-based only)
• Flexible working hours with required availability during standard U.S. business hours
• Collaborative, creative, and growth-focused team

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Compensation
• Competitive U.S.-based compensation (based on experience)
• Performance-based bonuses (if applicable)
• Long-term growth opportunity within the gallery

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Shortlisted candidates may be asked to complete a brief CRM workflow exercise.