Gallery Coordinator

Something Curated; London; On-site; GBP 80,000 - 100,000; Full time

Job description

Job Specification: Gallery Coordinator, London

Place of Work: 12a Bourdon St, London W1K 3PG

Regular Hours: Tuesday - Saturday, 10am-6pm (with the potential of additional hours during busy times)

Reports to: Hannah Robinson, Senior Director & Finn McCullough, Managing Director

Salary: Dependent on experience

Probation period: 3 months

Key Responsibilities:

MANAGING THE GALLERY SPACE & OFFICE

1. Open the gallery on time before the public opening times. Answer phone calls and be prepared as a first point of contact for visitors to enquire about the gallery and programme.
2. Develop detailed knowledge about the works on view and the artists’ life and career.
3. Keep the Directors informed in real time about important visitors who enter the gallery.
4. Record contact details from the daily guestbook in the relevant databases (Campaign Monitor and Artlogic), and list visitor names on the daily visitor summary to all staff (via email).
5. Ensure the gallery space is always clean and the works are in good condition for viewing.
6. Ensure the offices, staff kitchen, and bathrooms are tidy and clean at all times, with supplies in stock. Liaise with the Managing Director to reorder supplies in a timely fashion.
7. Book weekly cleaner for gallery and offices.
8. Collect and organise invoices for all gallery purchases and file them in Receipt Bank, sort mail and file physical documentation.
9. Maintain a record of gallery’s book stock on Artlogic, checking when stock is running low, ordering new copies where appropriate, and liaising with the Piraeus Gallery & Communications Assistant where needed to manage the stock there.
10. Assist the Managing Director with the management and updating of the gallery’s online shop, as needed.
11. Send the Senior Director and Managing Director a daily email report of completed tasks and pending projects.

EXHIBITION PRODUCTION & SALES SUPPORT

1. Assist the Managing Director ahead of/ during production, installations, and de-installations; for example, booking art handlers and photographers, sourcing materials and supplies, buying flowers, etc.
2. Prepare art fair applications and booth plans in consultation with the Directors and Global Registrar.
3. Create checklists on InDesign and private views on Artlogic for London exhibitions, global art fairs, and client offers as instructed, liaising with the relevant Artist Liaison or sales team member as needed.
4. Track artwork sales and log updates/ availability in Artlogic and PDFs (in communication with Senior Director, Registrar and Executive Assistant).
5. Make sure client contact details are up to date in Artlogic, conduct online research and add biographical information where relevant.
6. Organise opening events for London, manage guest lists and digital invite schedules, and track RSVPs. Order food, wine, taxis, organize dinner menus, and whatever else each event might require. Be present to make sure openings run smoothly.
7. When instructed by the Global Registrar, assist with printing, signing and mailing of authenticity certificates, liaising with relevant Artist Liaison and artist for signature.
8. Upon request, assist the artists alongside the Directors on anything they may need.