CRM & Administrative Support Specialist -- 2
Budget: $25 – $50 USD
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
⸻
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
⸻
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
⸻
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
⸻
Required Qualifications
• Must be based in the United States
• 6 months -1 years 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
⸻
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)
⸻
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
⸻
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
⸻
Compensation
• Competitive U.S.-based compensation (based on experience)
• Performance-based bonuses (if applicable)
• Long-term growth opportunity within the gallery
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.
⸻
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.
⸻
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
⸻
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
⸻
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
⸻
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
⸻
Required Qualifications
• Must be based in the United States
• 6 months -1 years 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
⸻
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)
⸻
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
⸻
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
⸻
Compensation
• Competitive U.S.-based compensation (based on experience)
• Performance-based bonuses (if applicable)
• Long-term growth opportunity within the gallery