The art of the perfect fit

Art Fair Coordinator, Fine Art Shipping Company

Posted: 15.07.2021
Contract Type: Full-time
Job Type: Permanent
Pay: Competitive
Location: London, UK
Tenure: Permanent
Job description:

We are looking for someone with proven experience in Fine Art Shipping to join a leading company as Art Fairs Coordinator.

The role is based in Hertfordshire, a short train journey from central London, or a a great opportunity for someone looking to relocate outside of London.


  • Delivery of high quality and professional customer service in support of the Gallery Services department
  • Focusing on art fairs and the management of full shipping process in a way that supports the company’s values
  • Ensuring that all outgoing estimates and shipping paperwork are produced in timely manner, are highly accurate, and regulations and procedures are adhered to
  • Collaborating successfully with external suppliers, maintaining excellent working relationship
  • Collaborating successfully with and support other company departments; projects, transport and storage
  • Strategising the art fairs, galleries, personnel, agents that should be targeted and developed

Specific Duties:

  • Assist Directors in developing the art fairs and gallery services business, as well as assisting with ad hoc international shipping and project space requests
  • Communicate effectively with new and existing clients to build positive relationships and obtain project specifications
  • Process job requirements and gather rates from internal departments (such as packing, transport or projects) and external suppliers (airfreight and sea freight booking agents, destination agents)
  • Issue accurate estimates in a timely manner
  • Follow up on all quotes and request feedback with a view to convert estimates into a booking
  • Liaise with all internal and external parties to schedule resources and provide regular updates with client
  • Potential travel to specific international art fairs to represent the company and act as the conduit between local agent and art fair
  • Ensure all shipping paperwork (delivery/collection notes, AWB, pro forma and commercial invoices, customs entries) is correctly collated and filled out, including stock values, descriptions and quantities
  • Manage and maintain internal electronic systems, spreadsheets and shipping files to an exceptionally high level of accuracy
  • Strictly adhere to all shipping rules and regulations at all times, ensure the company’s reputation and values are consistently upheld without fail
  • Develop a direct and positive working relationship with the shipping team and be pivotal in the recruitment of art fair team member

Key Skills and Qualities:

  • High level of communication and customer service skills
  • Keen attention to detail and analytical and problem solving skills
  • Accuracy with figures / sensitive data
  • Team player
  • Ability to communicate with different people across all level
  • Proactive attitude, continuously looking to improve the operation process
  • Time management skills including the ability to meet deadlines, follow up on outstanding tasks and deliver key goals
  • Commercial awareness to make positive contribution to the financial success of the business
  • Experience in the Fine Art or Luxury goods industry, focus on shipping (preferably exports)