Operations & Back office Manager

descriptionIn 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 SupportAct as the primary operational support to the FounderTrack priorities, tasks, and deadlines across multiple entitiesPrepare structured daily and weekly operational updatesEnsure all follow-ups are completed without remindersBack-Office & Finance (In-House Operations)Coordinate with Finance to prepare and issue VAT-compliant invoicesTrack receivables and follow up on overdue paymentsMaintain expense records and manage bank uploadsLogistics & Operations CoordinationCoordinate pickups, deliveries, storage, installations, and returnsPrepare and verify documentation for shipments, rentals, consignments, and returnsTrack logistics activities through to confirmed receiptLiaise with drivers, handlers, warehouses, galleries, vendors, and clientsVerify artwork lists, instructions, and documentation prior to dispatchStaff & Task CoordinationDispatch staff tasks clearly, in advance, and with confirmationTrack execution and completion of assigned tasksProactively elevate delays, risks, or blockersOrganization & ControlMaintain clean folder structures and version control across entitiesEnsure documentation accuracy before any client-facing actionIdentify and flag operational or financial risks earlySkillsSkills & Competencies:Strong operations and executive support capabilitiesSolid understanding of end-to-end logistics processesHigh attention to detail and strong follow-throughAbility to structure tasks, priorities, and workflows independentlyConfident communication and stakeholder coordinationStrong organizational and documentation control skillsAbility to identify risks early and elevate proactivelyEducation & Qualifications:Bachelor's degree in Business Administration, Logistics, Operations, or a related field is preferredMinimum of 5+ years of managerial experience in a relevant fieldStrong background in back-office, logistics and finance coordination, including invoicing follow-ups, payments, and VAT/TRN compliance, is requiredGood English communication skills is a must#J-18808-Ljbffr