Operations & Administration Coordinator - Art Gallery

Overview

Operations & Administration Coordinator

Key Responsibilities

• Maintain artwork inventory records and location tracking.
• Manage and update the gallery CRM and collector database.
• Prepare invoices, quotations, consignment agreements, certificates of authenticity, and other artwork documentation.
• Coordinate local and international shipping, logistics, and customs documentation.
• Support exhibitions, installations, events, and special projects.
• Maintain artist files, contracts, and price lists.
• Draft correspondence with collectors, artists, suppliers, and partners.
• Assist with newsletters, presentations, proposals, and institutional submissions.
• Maintain filing systems and provide administrative support to gallery management.
• Liaise with vendors and external service providers.

Requirements

• Excellent written and spoken English.
• Strong organisational, communication, and time-management skills.
• High attention to detail and ability to manage multiple priorities.
• Proficiency in Microsoft Office and Google Workspace.

Preferred Qualifications

• Experience within an art gallery, museum, luxury brand, or creative industry.
• Knowledge of Artlogic or similar CRM and inventory management systems.
• Familiarity with artwork logistics, shipping, and exhibition coordination.

Ideal Candidate

• Organised, proactive, and process-driven.
• Professional, reliable, and detail-oriented.
• Strong problem-solving skills and ability to work independently.
• Passionate about art and culture.
• What's on Offer
• Opportunity to join a respected and growing art gallery.
• Collaborative and creative working environment.
• Competitive salary and long-term career development opportunities.