Operations Manager

Printed Matter, Inc., a non-profit dedicated to the distribution, understanding, and appreciation of artists' books and related publications, seeks an Operations Manager to provide organization-wide operational support.

The Operations Manager will be responsible for the overall management and upkeep of Printed Matter’s Chelsea facilities; the administration of the annual inventory count; the maintenance and development of its website and related systems; the scheduling and supervision of interns and temporary staff; as well as lending support to various programmatic efforts, including exhibitions, events and fundraising initiatives.

This role is wide in scope and provides important support to the organization as a whole, interfacing with every department and many outside vendors. A key aspect of the job is the ability to juggle short-term and long-term projects, address unexpected and urgent issues, effectively liaison and communicate with staff, and envision solutions to varied challenges. Enthusiastic and creative self-starters with keen communication, organizational, and computer skills are encouraged to apply.

Salary Range: $53,500–$57,000.

This is a full-time union position. Benefits include 12 paid holidays, paid time off, and an employer-paid health plan. The Operations Manager’s work week is Monday through Friday. The ability to work occasional evenings and weekends is required. This position reports to Printed Matter’s Executive Director.

We highly encourage applicants from underrepresented backgrounds to apply. Printed Matter cultivates a diverse workplace and provides equal employment opportunities to all employees and applicants, and does not tolerate discrimination or harassment of any type with regard to race, color, religion, national origin, ethnicity, ancestry, age, sex (including pregnancy, childbirth and related conditions), sexual orientation, gender, gender identity, marital status, partnership status, disability, genetic information, alienage, citizenship, military or veteran status, status as a victim of domestic violence/stalking/sex offenses, unemployment status, or any other legally prohibited basis in accordance with federal, state and city laws.

To apply, please send a cover letter detailing your experience and interest in the position, along with your resume, to jobs@printedmatter.org. Please include Operation Manager in the subject line and combine both documents into a single PDF file.

Applications will be accepted on a rolling basis until September 22, 2022, and priority will be given to those who turn in applications early.

Primary Responsibilities

  • Office Management & Maintenance

    • Manage the overall maintenance of Printed Matter’s 11th Avenue storefront, offices, and multiple storage spaces
    • Liaise with facility landlord and manage all service contracts, including HVAC, equipment warranties, and elevator lift
    • Plan and coordinate maintenance and repairs, ensuring the appropriate vendors are contacted to perform maintenance on-site
    • Respond to facility emergencies or related urgent issues as they arise
    • Investigate and resolve visitor or staff complaints or inquiries concerning the operations of the facility
    • Stay in close communication with staff addressing needs for office, store, event and exhibition supplies
    • Identify and coordinate store furniture, display and storage solutions in conversation with the Bookstore & Distribution Manager
    • Order, maintain and troubleshoot office equipment (computers, printers, photocopiers, scanners, etc.)
    • Supervise trash and recycling services
    • Schedule and supervise weekly cleaning service
    • Perform light tidying of shared office space and kitchen
    • Manage Printed Matter’s various storage spaces, regularly tracking and organizing inventory, equipment, and supplies (will include moderate lifting up to 25 pounds)
  • Website Maintenance / Development & IT Support

    • Perform ongoing maintenance of the organization’s website by managing the front-end and back-end of the website, ensuring the website is continuously updated to reflect programmatic activities and to ensure a positive visitor experience
    • Maintain computers, ensure software is up to date and that staff computer needs are met
    • Liaise with IT consultants on computer and software maintenance and troubleshooting adhering to various schedules and budgets
    • Act as primary contact with web developers, monitoring frontend and backend performance, and ordering bug fixes and developing upgrades as needed
    • Monitor info@printedmatter.org and route emails to appropriate staff
  • Systems & Processes

    • Maintain thorough and up to date knowledge of Printed Matter’s inventory management and point of sale system, Erply, and monitor its upkeep, troubleshoot, and provide support to staff
    • Oversee the maintenance, organization and cataloging of Printed Matter’s institutional archive
    • Manage Printed Matter’s file server, upload institutional files, and reinforce digital archive procedures with staff
  • Programming, Fair & Sales Support

    • Support Programming Manager by supervising the installation and de-installation of onsite exhibitions (approx. three per year) and support with international freight shipment of Printed Matter publications and other programming-related materials
    • Provide as-needed support when Printed Matter participates in domestic and international art book fairs, supporting with inventory location transfers, and occasionally staffing booths, art handling, and conducting sales
    • Provide as-needed support to bookstore sales staff during events or other busy times
  • HR Support & Staffing

    • Manage staffing schedules for a wide variety of projects and events, including for the Printed Matter booth at our NY and LA Art Book Fairs and for exhibition installation and deinstallation
    • Schedule temporary distribution/store staff coverage
    • Support new employee and intern orientation, training new hires in systems and processes
    • Manage the intern program with support of the HR Manager, acting as a liaison between staff and interns, and identifying and managing both short and long-term intern projects
  • Annual Inventory

    • Manage all stages of annual inventory count—a six-week undertaking—from hiring and training temp inventory staff to discrepancy reconciliation and the creation of final inventory reports

Required Qualifications

    • Passion for Printed Matter’s mission
    • Proven interest in contemporary art and artists’ books
    • A minimum of 4 years of professional experience, nonprofit preferred
    • Ability to thrive in a collaborative team setting, experience managing teams, strongly preferred
    • Excellent organizational skills with great attention to detail
    • Strong written and verbal communication skills
    • Prior experience building systems and procedures
    • Ability to multitask, problem-solve, and work well under deadlines
    • Experience with point-of-sale or inventory management software
    • Basic web development and coding skills (preferred)
    • Experience with web content management systems (preferred)
    • Proficiency in G-Suite
    • Ability to perform art handling duties (e.g., painting and preparing walls, hanging framed works)
    • Ability to perform physical work (e.g., lifting boxes up to 25 pounds, standing for long periods)