The art of the perfect fit

Financial Controller, Contemporary Gallery

Posted: 13.09.2023
Contract Type: Full-time
Job Type: Permanent
Pay: $100k-$120k p.a.
Location: New York, NY, USA
Tenure: Permanent
Job description:

A contemporary gallery in New York is seeking a Financial Controller, to be responsible for the gallery’s overall finances. This role will provide clear oversight and management of revenue and profitability. The Financial Controller will provide up-to-date snapshots of the gallery’s financial position on a daily, weekly, monthly, and annual basis. This position will be responsible for liaising with the gallery’s external accountant and eventually bringing all accounting in-house, with a view to becoming the gallery’s Financial Director.



  • Raise art sale, shipping, re-charge, commission, and sundry invoices and update digital and physical files accordingly
  • Manage the administration of sales invoicing and payments
  • Prepare ‘Cost of Sale’ and ‘Sales Commission’ calculators for primary artists, secondary sales, and sales staff – calculating costs and commission
  • Record New York sales on an annual and ongoing basis, as well as payment status, for clear reporting of sales by salesperson and total revenue

Expenditure and Credit Control

  • Oversee daily expenses and weekly cash flow balances
  • Check bank accounts daily for incoming and outgoing payments
  • Review outstanding invoices for payment (accounts payable) and follow-up with clients and vendors (accounts receivable) on a weekly basis
  • Input all expenses into QuickBooks
  • Monitor and manage T&E expenses through credit card accounts
  • Manage petty cash
  • Pay rent, monthly bills, and other invoices in a timely fashion
  • Manage monthly loan payments and other wire transfers, as required

Management Reporting

  • Maintain account status sheets for clients and/or artists
  • Manage FX accounts and payments
  • Prepare monthly management reports, including YTD P&L, sales reports, and balance sheets within two weeks of prior month-end
  • Ensure monthly receivables and payables are categorised correctly
  • Review total sales, cost of goods sold, commissions, and other payables to ensure clear reporting
  • Reconcile bank statements on a monthly basis
  • Review balance sheet on a monthly basis to ensure accuracy
  • Manage investment account status, updating sales and interest statements as required
  • Prepare annual year-end accounts, including fiscal year P&L and balance sheet

Intercompany Accounts

  • Oversee intercompany commissions and payments between New York and London galleries
  • Work with London Finance Director to maintain intercompany balance tracker
  • Confirm commission shares with London Finance Director and Partner, New York as needed


  • Monitor sales tax nexus across states and prepare monthly sales tax payments
  • Prepare annual taxes for the gallery
  • Monitor sales tax obligations, resale status, and inter-state sales tax nexus thresholds
  • Assist external accountant with requests for information related to audits


  • Review and update New York stock values for insurance purposes on a monthly basis


  • Prepare and populate exhibition forecast sheets for each exhibition (approximately every 6 weeks)
  • Manage weekly cash flow forecasting
  • Prepare and manage overhead budgets and forecasting

Payroll, Benefits, and Compliance

  • Approve bi-weekly payroll and commissions payments with external payroll company
  • Review and administer New York gallery’s health insurance plan for employees
  • Manage U.S. & NY state health & safety requirements and training; ensure certificates and documents are up to date
  • Ensure that the New York accounts meet GAAP standards
  • Implement and oversee anti-money laundering compliance
  • Additional duties as directed by the Partner

Key qualifications/experience

  • A 4-year degree in business or accounting, or a related field
  • Several years’ experience in an accounting, bookkeeping, and/or finance management role (artworld setting desirable)
  • Experience in forex accounting and currency conversion
  • Fluency in accounting best practice (GAAP) and financial reporting (cash vs. accruals accounting)
  • Proficiency in QuickBooks, Microsoft Excel, and CRM databases
  • Excellent written and verbal communication skills
  • Excellent time management and organizational skills, with exceptional attention to detail
  • Must be highly motivated and take initiative
  • Must be a team player but be able to work autonomously
  • Familiarity with contemporary art and art markets desirable
  • Additional languages desirable