An established and highly regarded Picture Framers in Central London is looking for a Gallery Manager to take responsibility for the day-to-day management and commercial operation of the gallery.
This is a varied, hands-on role combining client relationship management, sales, gallery administration, stock control, logistics and website management. The successful candidate will play an important part in ensuring the smooth running of the business, maintaining high standards of client service and supporting the continued development of gallery sales.
The Gallery Manager will be the first point of contact for many clients, suppliers and external partners, and will work closely with the Managing Director, colleagues and the accounts department.
The role requires an organised, proactive and commercially minded individual who is comfortable managing a diverse workload, taking responsibility and working to multiple deadlines.
Key Responsibilities
Gallery Management and Client Relations
- Overseeing the day-to-day running of the gallery and ensuring that the premises are maintained to a high standard.
- Acting as a first point of contact for clients, both in person, by telephone and by email.
- Providing a professional, welcoming and knowledgeable service to clients.
- Managing incoming enquiries, assessing requirements and ensuring timely and appropriate responses.
- Maintaining regular contact with clients and following up outstanding enquiries and proposals.
- Arranging and attending client meetings to discuss framing requirements and present suitable solutions.
- Preparing framing proposals and visual presentations, including photomontages using Adobe Photoshop.
- Coordinating framing projects and liaising with external craftsmen to monitor progress and ensure deadlines are met.
- Keeping clients informed of progress, collections and deliveries.
Sales and Business Development
- Actively identifying and progressing sales opportunities across the gallery’s products and services.
- Preparing quotations, framing proposals and sales presentations.
- Following up quotations and outstanding enquiries to maximise conversion into sales.
- Developing and maintaining strong relationships with existing and prospective clients.
- Identifying opportunities to introduce clients to relevant products and services.
- Supporting the Managing Director in developing the gallery’s commercial activities.
- Maintaining an excellent understanding of the gallery’s stock, frames and services.
Administration and Operations
- Managing the day-to-day office administration and ensuring that business systems and procedures operate efficiently.
- Maintaining the Management Information System (MIS), ensuring accurate and up-to-date records of jobs, clients, stock and artwork locations.
- Monitoring Jobs in Progress and updating the MIS with relevant information.
- Maintaining filing systems, computer records and digital archives.
- Organising and implementing database updates in liaison with external IT support.
- Maintaining high-resolution images and photographic records within the frame and artwork archives.
- Managing incoming and outgoing correspondence, telephone calls and general enquiries.
- Maintaining staff holiday and working-hours records.
- Overseeing office supplies, stationery, equipment and general purchasing.
- Overseeing the security and telephone systems.
- Coordinating the gallery van driver for artwork collections and deliveries.
- Maintaining company insurance records and arranging the annual insurance review.
- Liaising with external contractors and service providers as required.
Stock Control and Logistics
- Maintaining accurate stock records and ensuring that new acquisitions are entered into the stock database.
- Monitoring stock movements, including sales, reservations and Sale or Return arrangements.
- Producing stock reports and ensuring that all database information is accurate and current.
- Organising and overseeing the annual stocktake.
- Coordinating the movement and relocation of stock and ensuring that artwork locations are updated on the MIS.
- Preparing and gathering stock items for client meetings and presentations.
- Arranging collections and deliveries of artworks with transport companies and external shippers.
- Managing shipping and logistics for domestic and international movements, including import and export arrangements.
- Maintaining Temporary Admission records and ensuring that relevant documentation is kept up to date.
- Arranging cultural goods permits and other necessary documentation where required.
- Ensuring that artworks are handled, stored and transported with appropriate care.
Website, Marketing and Research
- Maintaining and updating the gallery website, ensuring that content is accurate, current and presented to a high standard.
- Managing website content, including the addition and updating of stock and other relevant information.
- Maintaining and developing the gallery’s email marketing database.
- Preparing and contributing to email mailshots and other marketing communications.
- Maintaining the gallery’s social media presence and contributing relevant content.
- Researching frames, historical framing techniques and related subjects to support client presentations, marketing and the gallery’s wider activities.
- Identifying opportunities to improve the gallery’s online presence and client communications.
Financial Administration
Working alongside the separate accounts department, the Gallery Manager will be responsible for certain day-to-day financial administration, including:
- Preparing and issuing sales invoices accurately and promptly.
- Monitoring outstanding client payments and following up overdue accounts.
- Preparing and issuing client statements of account.
- Processing incoming supplier invoices and arranging payments in accordance with agreed procedures.
- Maintaining petty cash records and reconciling expenditure.
- Liaising with the accounts department to ensure that financial records are accurate and up to date.
Essential Skills and Experience
The successful candidate will demonstrate:
- Exceptional organisational and administrative abilities.
- Strong commercial awareness and the ability to initiate, develop and progress sales.
- Excellent interpersonal and client relationship skills.
- Confident and professional written and verbal communication.
- The ability to manage multiple responsibilities and competing deadlines.
- Excellent IT skills and confidence using databases and computer systems.
- High levels of accuracy and attention to detail.
- The ability to work independently, take initiative and exercise sound judgement.
- A flexible and practical approach to problem-solving.
- Discretion and professionalism when dealing with clients, suppliers and valuable artworks.
Desirable Skills and Experience
- Experience in a gallery, art, antiques, interiors or luxury retail environment.
- An interest in art, picture framing, decorative arts or historic framing.
- Experience using Adobe Photoshop. Training can be provided where necessary.
- Experience with stock management systems and databases.
- Experience in website content management and social media.
- Familiarity with artwork shipping, international logistics and customs documentation.
- Previous experience in a sales or client-facing management role.
Working Relationships and Reporting
The Gallery Manager reports directly to the Managing Director and works closely with the accounts department, gallery colleagues, external craftsmen, shippers, IT support and other suppliers.
The role carries responsibility for the effective day-to-day running of the gallery and requires a high degree of initiative, accountability and attention to detail.
Opportunities
The position offers the opportunity to develop an in-depth knowledge of the gallery’s collection, framing services and historic framing.
There will also be opportunities to:
- Develop expertise in presenting bespoke framing solutions to clients.
- Build relationships with clients and develop new sales opportunities.
- Research historic frames and framing techniques.
- Contribute to the gallery’s marketing, website and publications.
- Develop knowledge of the art market, artwork logistics and gallery operations.