Records & Client Service Administrator

The Conservation Center for Art & Historic Artifacts (CCAHA) in Philadelphia is seeking a Records & Client Services Administrator.  This is a full-time position located on-site at CCAAHA in Philadelphia. This position is 100% in-person. 


The Records & Client Services Administrator works to support and promote the activities of CCAHA’s administrative and conservation teams by overseeing the maintenance of client/project records and executing and coordinating client services. This person also serves as the main contact for clients, guests, and visitors. 

Reports to 

Records & Client Services Administrator reports to the Director of People & Operations. This position also works closely with the Director of Conservation and the Lab Operations Manager. 


  • Create and manage object records, both physical and digital, including incoming receipts, outgoing receipts, condition reports, treatment agreements and final reports, and job activity reports 

  • Support Lab Operations Manager in maintenance and implementation of project management software 

  • Updating and maintaining client records in accounting system 

  • Provide excellent, informed customer service to clients and prospective clients throughout treatment process, from intake to completion 

  • Managing main CCAHA inbox and sharing information and inquiries as appropriate 

  • With Director of People & Operations, execute Accounts Receivable activities including creating invoices, sending invoices to clients, collecting, and recording payments, and making bank deposits 

  • Serve as first contact for clients and potential clients in person and over the phone 

  • Distribution of mail and packages 

  • Other duties as assigned 


  • High school diploma required 

  • At least two years of experience in an office or finance department required 

  • Knowledge of Microsoft SharePoint required, advanced knowledge of Microsoft Excel is preferred 

  • Familiarity with receivables accounting procedures a plus 

  • Familiarity with project management systems and constituent databases are required  

  • Ability to work independently and as part of a larger team  

  • Meticulous attention to detail 

  • Clear written and oral communication skills 

  • The ability to lift/maneuver at least 30lbs 


This is a full-time, nonexempt position. A generous benefits package that includes time-off, medical, dental, and vision coverage, FSA, and retirement matches are included. The salary range for this position is $40,510 to $43,548. 

To Apply 

Email your application, addressed to Aja Davis, Director of People & Operations, to Your email should include a letter of application and resumé. 

CCAHA is currently seeking to fill both the Records & Client Services Administrator and Preservation Services Administrator positions. If you are interested in being considered for both positions, please indicate this in your email. 

Priority will be given to applications received by end of business December 16. Interviews will begin the week of January 2.

About CCAHA  

CCAHA was founded in 1977 and has grown to be one of the largest nonprofit conservation centers in the country. Its wide array of services, sophisticated treatment facilities, innovative approaches, and highly trained and experienced staff have earned it a prominent and respected place in the conservation field. We serve nonprofit cultural institutions, private individuals, and other collecting organizations in the preservation of works on paper, archival documents, photographic materials, and books through conservation treatment, collection surveys and consultations, housing & framing, and digital imaging services. Our preventive conservation and preservation services staff focuses on capacity building for collecting institutions through fundraising support, strategic planning and assessment projects, emergency planning and response initiatives, and in developing educational programs and conferences. CCAHA’s mission is to provide expertise and leadership in the preservation of the world's cultural heritage.  

 CCAHA does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. We are committed to providing an inclusive and welcoming environment for all members of our staff and our clients.