Start Date: Immediate
Contact: amakau@nzilani.com
3246 Ettie St. Oakland, CA 94608
510.821.2742
www.nzilani.com
The company: Nzilani is a glass conservation company that focuses on conserving and restoring historic leaded art glass windows throughout the Bay Area. Jobs range in size from simple, residential windows; to monumental stained glass in historic settings. The team comes from a variety of backgrounds, but is united in its dedication to quality, the preservation of art and attention to detail.
Job Description – Accurate, reliable & flexible
Persons who wish to undertake both components of this job will be considered first. This job may be split into two, part-time positions if the ideal candidate cannot be found to fulfill all the requirements.
This position requires performing a variety of office (with limited physical) tasks while working with the Nzilani Team. All aspects of the job are integral to making Nzilani run smoothly. The ideal candidate must be extremely organized, self sufficient, a fast learner and able to multi-task. Clear, succinct communication skills are essential. Performance feedback is received in an efficient, positive light and changes made accordingly.
This is a supporting position to key Management in the Company. The Office Manager requires: filing paperwork, maintaining spreadsheets, and taking meeting notes. Assistance to Project Managers includes: facilitating in creating an easy-to-navigate work flow, precise record-keeping, and staying up to date on current and future jobs at Nzilani.
The Office Assistant also works closely with the Principle Conservator at Nzilani. You may assist on: on-site surveys, project management and communication. Organizational skills are key, as the Office Assistant maintains the archives of all projects at the studio. On occasion, you may also be asked to run errands, such as buying lunch, mailing a letter, etc.
For someone with a meticulous eye and attention for detail; this position has opportunity to grow and incorporate a Documentation Conservation Assistant Position. There is the opportunity to learn extensive knowledge of stained glass conservation and to contribute to the efficiencies within the company (to be discussed in further detail during interview if there is interest and/or prior experience).
DAILY TASKS
- Maintain office operations by: receiving and distributing communications (via emails and texts), efficiently updating data entries, maintaining supplies and equipment, picking-up and delivering items, creating and implementing organizational systems.
- Forward on information by: receiving and distributing communications, collecting and mailing correspondence, copying and filing information.
- Maintain supplies by: checking stock to determine inventory levels, anticipating requirements, placing and expediting orders, verifying receipt, stocking items, delivering supplies to work stations.
- Maintain equipment by: completing preventive maintenance, troubleshooting failures, calling for repairs, monitoring equipment operation.
- Maintain office schedule by: picking-up and delivering items using own automobile.
- Update job knowledge by participating in educational opportunities and trainings provided by Nzilani.
- Enhance organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
- Exercise discretion when entering Time-card information into Quickbooks by keeping salary information of Nzilani employees anonymous.
EXPERIENCE REQUIRED
- Job Experience: no experience required, though interest and knowledge of art conservation is preferred
- Education: BA College+
- Office Assistant: Dropbox, Quickbooks, and Office 365 for Mac OS X
- Documentation Assistant: Dropbox, Digital Photography, Adobe CC Suite, WordPress and Blurb
REQUIRED SKILLS – BOTH
- Ability to focus in a busy environment
- Enthusiasm for performing any task, large or small
- Ability to assess, summarize and present official & technical documents to in-house staff clearly
- Proficient with MAC computers, knowledge of PC’s a plus
- Dependable, Independent Learner & Worker, Excellent Multitasker, Detail Oriented
- Ability to independently prioritize and switch gears as needs arise
- Team Oriented – excellent interpersonal skills
Ability to work well with all levels of internal management and staff, outside clients and vendors
- Keep work area clean and tidy
- Excellent references
PREFERRED SKILLS
- Understanding &/or interest in preservation practices
- Experience in day-to-day contractor business operations
REQUIRED SKILLS – OFFICE ASSISTANT
- Able to safely lift 15lbs.
- Sensitivity to confidential matters required
- Stellar Office Administrative Verbal/Writing Skills
- Type documents, reports and correspondence
- Scheduling, Telephone Skills, Typing, Documentation Skills, Meeting Planning
- Internet research skills – retrieve information when requested
- Office filing and organizational storage systems; scan and copy documents
- Assist with task planning and implementation;
- Update and maintain databases such as mailing lists, contact lists and client information
- Update and maintain internal staff contact lists
- Ensure office equipment is properly maintained and serviced
- Monitor and maintain office/studio supplies
- Clean Driving Record, plus working vehicle – compensation for work related mileage is provided
- Personal cell phone – compensation for work related use is provided
- Perform work related errands as requested such as going to the post office and office supply store
REQUIRED SKILLS – DOCUMENTATION ASSISTANT
- Able to safely lift 30 lbs.
- Ability and confidence to safely handle museum quality artwork
COMMITMENT REQUIRED
- Minimum of 1+ years
SALARY
- Compensation is commensurate with experience.
- Compensation for smart phone and mileage use for business related Activities.
How to apply: Please e-mail your application, including your cover letter and resume, to Ariana Makau at amakau@nzilani.com