D.R.A.W. Recruitment

Head of Front Desk, Contemporary Gallery


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

A leading contemporary gallery in London is looking for a Head of Front Desk to join their team.

Responsibilities include, but are not limited to:

Front Desk

  • Greeting visitors
  • Manage gallery switchboard: taking messages/voicemail updates/night service
  • Responsible for opening and closing gallery
  • Manage front desk ensuring all exhibition materials in place
  • Ensure all signage is in place
  • Supervises vitrine changes / maintenance

Team management

  • Manage Gallery Assistants and interns
    • Assist with recruitment
    • Responsible for training
    • Ensure a rota so that all front desk positions are covered at any time
  • Manage day to day running of intern programme
    • Responsible for recruiting, training and supervision during internship
    • Liaise with internal Departments re: job allocation

Mail / Couriers

  • Supervise incoming and outgoing mail and couriers
  • Oversees supplier relationships including bulk mailing partners
  • Mailouts (Catalogues and books, PR, VIP): Address formatting and data merge for cover letter, print and assembly

Gallery management

  • Reconcile cash, update catalogue sales, credit cards reports and liaise with the Finance department
  • Database: entry updates
  • Ordering of all company stationery, etc.
  • Assist with mobile phone and fixed phone line contracts plus phone maintenance and upgrades; Checks and approves suppliers invoices
  • Organise storage

Organise internal private views and Special Events as requested

  • Manage budgeting and cost control for all events
  • Supervise the mailout of invitations
  • Coordinate with Catering and Security re: orders and payment
  • Responsibility during event set up and dismantle
  • Fire Alarm Procedures
  • Responsibility of RSVPs and guest list on selected events
  • Assist with any promotional and marketing events and activities

Facilities and Maintenance

  • Assist in the management of gallery keys and security systems
  • Responsible for liaising with Head Technician regarding the use of technicians for in-house repairs and maintenance
  • Liaise with third party maintenance contractors as required