The art of the perfect fit

Operations Manager, International Gallery

Posted: 12.07.2022
Contract Type: Full-time
Job Type: Permanent
Location: London, UK
Job description:

We are working with the UK’s leading gallery for international, contemporary works of decorative art and antique 18th century French porcelain, to recruit an Operations Manager to oversee the day to day financial administration, logistics and operations in their West London Gallery.

Responsibilities include:

Financial

  • Financial – maintain office cash books (using Xero)
  • Assist  with financial/accounting for two companies and personal financial paperwork
  • Keep track of incoming client payments
  • Monitor and advise the directors of  outstanding artist payments.
  • Oversee payroll, pension scheme and private healthcare in tandem with external accountants
  • Acting as conduit between Banker and Adrian Sassoon
  • Ad-hoc financial tasks

Administrative

  • Ensure Modern Stock database is up to date with all movement of objects
  • Prepare invoices, consignment notes, insurance valuations, certificates of authenticity
  • Complete AML checks and store all documentation
  • Record sales in the gallery’s client database and financial databases
  • Complete paperwork and loan forms for works on loan to other institutions and galleries
  • Maintain and update artist CVs including updating the website versions
  • Assist with stocking in works of art
  • Insurance for gallery and household
  • HR – maintain all personal and financial records and correspondence re employees
  • Assist with client inquiries and visits as needed
  • Place bids at auction and administering secondary market purchases.

Shipping

  • First point of call for all shipping and logistics regarding movement of works of art
  • Obtain shipping quotes and liaise with clients
  • Ensure all paperwork, including address labels, relating to shipping or delivery is correct and complete
  • Collate accompanying documents (shipping/storage instructions, cleaning and handling instructions, artist bio/articles, brochures, collection/delivery notes)
  • Check and store proof of export paperwork, both digitally and hard copies
  • Prepare shipping invoices and customs clearance paperwork for works being shipped abroad
  • Liaise with artists and produce commercial invoices and clearance instructions for works of art importation
  • Check and store all import documentation
  • Maintain temporary import documentation and TA account
  • Liaise with auctioneers for condition reports and shipping on purchased works