The art of the perfect fit

Head of Operations, Contemporary Gallery

Posted: 19.05.2022
Contract Type: Full-time
Job Type: Permanent
Pay: Dependent on experience
Location: London, UK
Job description:

A contemporary gallery is looking for a Head of Operations to join their team. The position takes on management responsibility of key operational departments across the gallery. The role is responsible for ensuing these departments run smoothly, efficiently and in a cost-conscious manner. Working with the departmental heads as well as other gallery leaders this position holds a key role in identifying where processes can be improved and how relationships within and between departments can be best supported. Working with the Global Operations Director to undertake local and global building projects of varying scale in line with the growth of the business.  This role is also a main point of contact to ensure good communication with the wider teams across all gallery departments for both for the Global Operations Director and for the Operations Departments.

Responsibilities

Buildings and Facilities

London

  • Manage the Operations Manager and the coordination and management of building projects.
  • Oversight of all repairs and maintenance for buildings and offices.
  • Ensure a review of all service providers is carried out annually or prior to contract end.
  • Oversight of Front of House teams.
  • Security, oversight of and cost approval.
  • Out of hours building and security contact.
  • Oversight of contractor selection, negotiating contracts and ensuring a high standard of service is delivered.
  • Health and Safety, company wide oversight, exhibitions, technicians, office, external projects.
  • Ensuring telephony is managed in a cost-effective manner while still delivering staff what they need.
  • Working with relevant contacts, including IT, Operations and external contractors, to make sure that offices and staff are furnished with working and appropriate equipment.

Insurance

  • Arranging all company insurance and artworks insurance, managing claims and all internal insurance queries.
  • Negotiating and presenting renewal information yearly for sign off by Global Operations Director.
  • Ensure a review of all insurance providers is carried out annually or prior to contract end.

Art Fairs, Bookshop and Editions

  • Line manage the department heads for Art Fairs and Bookshop and Editions.
  • Work with department heads to set yearly budgets and ensure that these budgets are delivered
  • Support departments with ongoing issues and act as a representative for these departments as required.
  • Identify and develop new processes within these departments.
  • Keep a high-level overview of the external standards for the gallery and liaise across all departments to ensure these standards are maintained; ensure documentation and training are up-to-date.
  • Support department heads on larger scale projects and ensure that they are delivering at a high standard.
  • Ensure high team motivation across the department by keeping the Director informed of problems and any solution proposals
  • Line management of the team including managing performance, recruitment, signing off holidays, absence, and expenses; ensure proper record keeping.
  • Proactively identify improvements for departmental performance.
  • Suggest changes to department structures for optimal performance of teams.
  • Regularly report to the Global Operations Director on performance of departments
  • Escalate any issues that require Board level input.

Project Management and Cross Departmental duties 

  • Develop expert knowledge of the business in order to be able to establish, maintain and continually improve a proactive and effective internal project management process.
  • Identify and work to problem solve cross company workflow and communication issues as related to managed departments.
  • Drawing up or requesting guidelines and protocols for managed department processes as required.
  • Track and monitor the progress of operations projects, constantly comparing and reviewing the work of the teams to ensure desired timescales are adhered to.
  • Identify required resources and assign responsibilities
  • Act as conduit between Global Operations Director and various internal staff
  • Work with the Global Operations Director on establishing and building any new gallery sites and offices.
  • Field questions from staff/contractors to appropriate person/department
  • Assist in ensuring good communication is maintained with all departments

Administrative

  • Issuing purchase orders and passing invoices for purchase orders within 2 days of receipt of invoice
  • Attendance of all exhibition openings and events as required
  • Attending staff meetings