The art of the perfect fit

Gallery Services Coordinator, Fine Art Shipping

Posted: 12.09.2022
Contract Type: Full-time
Job Type: Permanent
Pay: Dependent on experience
Location: London, UK
Tenure: Permanent
Job description:

Seeking a Gallery Services Coordinator for the premier fine art handling, shipping and storage company in the UK. The company have been involved in handling many of the world’s most prestigious fine art objects and are now the agent of choice for the many national museums, art galleries and private collectors.

Job purpose:

To be the single point of contact for managing the successful transportation, installation, and storage of client fine art works. This involves the coordination of all road, sea and air transport, customs, case making and packing, warehouse, and installation services. The client base consists of independent galleries, auction houses, private collectors, artists and agents.

Key tasks:

  • Assess clients individual needs for each ‘job’
  • Using the internal system, schedule and track all the required services to complete the ‘job’ while liaising both with the client and service departments (transport, packing and case making, technical support etc) to ensure consistently high-quality delivery
  • Manage changes to the delivery scheduling, ensuring clear communications of changes to all affected parties
  • Manage multiple files simultaneously
  • Manage external suppliers (such as overseas agents) if they are required to complete each ‘job’
  • Keep the client informed of costs changes and ensure jobs are invoiced with a good level of profitability
  • Using the internal system, track all costs and prepare accurate invoices in a timely manner
  • Provide reports on activity when requested
  • Adhere to all company policies
  • On occasion, visit clients to develop relationships and to review client satisfaction

Experience required:

  • Experience in a similar logistics position
  • Knowledge of UK transport routes, including road, air and sea
  • Experience of taking ownership of projects/jobs and managing the end to end delivery of services
  • Confident at stakeholder management and ownership of client relationships

Skills & personal qualities:

  • Highly logical thinker with excellent attention to detail
  • Confident working to tight deadlines and prioritising workload
  • Ability to maintain clear and concise records, filing and effective monitoring systems
  • Excellent computer literacy, with both Microsoft Office and Enterprise Resource Planning software (ERP)
  • Well-developed numerical and analytical skills
  • Used to anticipating problems before they happen
  • Highly collaborative
  • Excellent communication skills both internally and externally
  • Flexible and co-operative approach to work: willingness to work as a team member in a project-based environment
  • Demonstrates a good understanding of the company’s security programme and their role in it
  • Assists colleagues, customers and suppliers in resolving security issues and escalating where necessary