Finance and Operations Manager, gallery

An East London gallery is seeking an experienced, highly organised and detail-oriented Finance & Operations Manager to oversee the gallery’s day-to-day financial administration, artist accounting, bookkeeping processes and operational finance systems.

Working closely with the gallery owner and external accountants, the successful candidate will ensure the smooth running of the gallery’s financial operations while maintaining accurate reporting for artists, exhibitions and art fairs.

Key Responsibilities

Artist Accounting & Reporting

• Prepare artist inventory reports, financial statements and sales reports.
• Notify artists of payments and oversee payment schedules.
• Act as the primary liaison between artist studios and accountants on financial matters.
• Track artist-related costs and ensure appropriate deductions and recoupments are applied.
• Maintain accurate records of artwork production costs and exhibition expenses.
• Prepare bespoke financial reports as required.

Gallery Finance & Bookkeeping

• Manage incoming and outgoing invoices and payments.
• Process and oversee supplier payments.
• Reconcile bank accounts and maintain accurate financial records in Xero.
• Categorise transactions and maintain project-based cost tracking systems.
• Oversee accounts payable and accounts receivable processes.
• Monitor VAT deadlines and coordinate VAT return submissions with the external accountants.
• Prepare financial information for year-end accounts and audits.
• Liaise with the gallery’s external accountants and advisers.
• Approve and monitor company card expenditures.

Art Fair & Project Finance

• Prepare post-art fair financial reports and profitability analyses
• Track exhibition and fair costs
• Maintain systems for allocating costs to artists, projects and exhibitions where applicable.
• Support Directors with financial information for planning and decision-making.

Operations & Administration

• Manage business rates administration and other operational finance obligations
• Act as the internal contact for employee health insurance administration and related queries
• Support the smooth operation of gallery administrative systems and procedures
• Assist with special projects and operational initiatives as required.
• Assist with staff handbook and policies.
• Holiday tracking.

Candidate Profile

• Solid experience in finance, bookkeeping, operations or financial side of arts administration.
• Strong working knowledge of Xero or similar accounting software.
• Excellent Excel and reporting skills.
• Highly organised with exceptional attention to detail.
• Comfortable managing multiple deadlines simultaneously.
• Strong communication skills and confidence liaising with artists, accountants and external stakeholders.
• Experience within a commercial gallery, auction house, arts organisation or creative business is highly desirable.

Candidates will be required to complete an interview and skills test.