Operations & Back office Manager

description

In this role, you will take full ownership of day-to-day operations, logistics coordination, and in-house back-office and financial tracking across multiple entities, including an art gallery, a logistics arm, and various project-based activities. The position requires a high level of autonomy, precision, and strong follow-through, along with the ability to operate confidently in a fast-paced environment with minimal supervision. While accounting functions such as VAT filings and statutory compliance are outsourced, this role is responsible for all internal financial tracking and coordination.

Role & Responsibilities:

Executive & Operations Support

• Act as the primary operational support to the Founder
• Track priorities, tasks, and deadlines across multiple entities
• Prepare structured daily and weekly operational updates
• Ensure all follow-ups are completed without reminders

Back-Office & Finance (In-House Operations)

• Coordinate with Finance to prepare and issue VAT-compliant invoices
• Track receivables and follow up on overdue payments
• Maintain expense records and manage bank uploads
• Track petty cash and support cash flow follow-up
• Prepare monthly data packs for external accountants
• Track SOAs, contracts, renewals, and payment schedules
• Ensure client documentation is complete, including TRN collection for VAT compliance 

Logistics & Operations Coordination

• Coordinate pickups, deliveries, storage, installations, and returns
• Prepare and verify documentation for shipments, rentals, consignments, and returns
• Track logistics activities through to confirmed receipt
• Liaise with drivers, handlers, warehouses, galleries, vendors, and clients
• Verify artwork lists, instructions, and documentation prior to dispatch

Staff & Task Coordination

• Dispatch staff tasks clearly, in advance, and with confirmation
• Track execution and completion of assigned tasks
• Proactively escalate delays, risks, or blockers

Organization & Control

• Maintain clean folder structures and version control across entities
• Ensure documentation accuracy before any client-facing action
• Identify and flag operational or financial risks early