The art of the perfect fit

Gallery Manager (Maternity Cover), Auction House

Posted: 20.12.2022
Contract Type: Full-time
Job Type: Contract
Pay: Dependent on experience
Location: London, UK
Tenure: Contract
Job description:

Our client is seeking a Gallery Manager for maternity cover of the London Office of a UK-wide Auction House. The successful candidate will be responsible for all aspects of the day-to-day operations of the London Office, including overseeing administration, client liaison, events, exhibitions and building management, as well as ensuring the gallery space is kept in the best presentable manner at all times.

Essential job functions:

Client services, administration and office management

  • Dealing with all administrative tasks for the office, including but not limited to: post, bills, etc.
  • Keeping GO database up-to-date through continuous database auditing and inputting of changes
  • Inputting of client contracts onto GO database ensuring correct and precise information is entered, correct commission rates and details of contracts
  • Stock control for incoming and outgoing goods, including receipt and labelling of goods received in office and chasing clients for collections
  • Managing stock-take of items stored in the London office and store and ensuring GO is up-to-date
  • Overseeing the management of transport of goods between London and Edinburgh

Front of house management

  • Central point of contact for London Office
  • Management of front of house services to clients for the London Office, including management of administrative personnel
  • Taking in of client goods, fully explaining the contract to the clients, labelling of goods and storing them as necessary
  • Managing stock control flow through the consignment journey, following up where necessary with departments regarding estimates and sales information for the goods
  • Managing the cover for the office ensuring sufficient staffing of the office and insuring cover where necessary for holidays, sickness and special events
  • Monitoring environment control of the gallery/office ensuring both insurance and security levels meet standards required
  • Recruiting and inducting casual viewing/admin support staff
  • Identifying and delivering training and development for the London staff

Building maintenance

  • Liaising with contractors for all building issues, commissioning contractors and overseeing work undertaken, managing maintenance contracts and suppliers
  • Responsible for opening and closing the building and its exhibitions, to the public and contractors
  • Acting as a principal key holder
  • Managing cleaning staff and ensuring the maintenance and presentation of the gallery is kept to a high standard
  • Ensuing health and safety is adhered to within the office by staff and the public
  • General office upkeep – ordering of office supplies and equipment

Events & london auctions

  • Ensuring the smooth running of all exhibitions, overseeing the maintenance of the exhibitions and the building, in coordination with the rest of the team
  • Management of events in London including; Director’s lunches, private views, London auctions etc.
  • Arranging external contractors required for events such as cabinet rental, lighting, security, etc.
  • Liaising with external parties such as caterers, florists, cleaners, carriers, etc.
  • Management of logistics including transport of goods to the venue and liaising with departments for arranging of goods for display
  • Assisting with the hanging of the exhibition, preparing labels, arranging for professional printing of info boards, arranging suitable dates for group visits and specialist’s talks, ensuring clients are looked after during their visit
  • Representing the Auction House at external events

Additional job functions:

  • Administrative support to other offices in advance and on auction days
  • Ad hoc sale day duties such as internet bidding consoles, phone bidding, reception, etc.
  • Business development activities in London
  • Submitting monthly report to the management team to update and review regarding any HR, facilities or services issues