An established West London art consultancy looking for an experienced Project Coordinator to work on a number of prestigious international projects. The ideal candidate will need strong organisational and administrative skills, a keen eye for detail, be comfortable juggling multiple tasks, and possess excellent time management skills.
This role is ideal for a proactive individual keen to bring their organisational skills, creativity, and enthusiasm to projects.
In this multifaceted role, you will have the opportunity to coordinate diverse projects, oversee logistical operations, and collaborate closely with clients and stakeholders. The successful candidate will be provided with an excellent working environment and the opportunity to work on world class design projects.
This role is full time on site in the office, Monday-Friday.
General Project Administration
● Support the Project Manager with day-to-day project administration, including maintaining project documentation, trackers, schedules, contact lists, and project records.
● General project liaison to help with information flow & communications with all parts of the project team.
● Attend project meetings and presentations (inside and outside of the UK) and record accurate meeting notes.
● Compile detailed order specifi cations for a variety of artworks and commissions.
● General reporting to Project Manager and Director.
Purchasing
● Raising purchase orders and compiling other purchase documents such as terms and conditions and contractual agreements.
● Tracking purchase order payments.
● Liaise with artists and vendors to obtain signed purchase orders (for contractual and copyright purposes).
● Liaise with accounts regarding invoicing and payments.
Logistics
● Lead point of contact for client shipping.
● Lead point of contact with multiple shipping vendors.
● Schedule collections, track progress and provide necessary documentation to vendors.
● Liaise with Project Managers and wider team to provide support documentation, layout guides, delivery schedules, delivery status reports.
● Compiling Labels and Commercial Invoices.
● Coordinate high volume shipments and consolidation of shipments.
● Assisting with logistics and shipping timelines.
Essential Requirements:
● Interest in project management.
● Knowledge of art shipping, handling and packaging.
● Profi ciency in accurately interpreting architectural technical drawings.
● Google Workspace.
● Microsoft Offi ce (Excel required to a minimum intermediate standard).
● Mac fluent.
Desirable:
● Knowledge of European export and import.
● Adobe CS Photoshop.
● Adobe Acrobat.
● Smartsheet or similar project management software.