Operations & Administration Coordinator - Art Gallery
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Key skills for this role
About the Role
Recruiter4You is seeking an Operations & Administration Coordinator for a contemporary art gallery in Dubai. The role involves managing artwork inventory, CRM, documentation, logistics, and supporting exhibitions.
Key Skills for This Role
Responsibilities
- Maintain artwork inventory records and location tracking
- Manage and update the gallery CRM and collector database
- Prepare invoices, quotations, consignment agreements, and certificates of authenticity
- 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
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
Full Job Posting
Role Overview
- Seeking a highly organised Operations & Administration Coordinator for a contemporary art gallery.
- Key role in managing administration, logistics, documentation, and gallery activities.
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
- 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
- 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
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