Receptionist & Gallery Coordinator

RESPONSIBLITIES 

Front Desk & Client Relations

• Greet and welcome all visitors in a courteous and professional manner
• Answer incoming phone calls and emails, directing inquiries appropriately
• Manage appointment scheduling and meeting room bookings
• Provide general information about exhibitions, artists, and gallery services
• Maintain a high standard of customer service at all times

Gallery Operations

• Ensure the reception and gallery spaces are tidy, presentable, and organized
• Work closely with specialists on the display and presentation of property in gallery vitrines, ensuring items are properly arranged and maintained to the highest standards
• Manage all gallery display materials and maintain accurate inventory, ensuring full readiness for exhibition setups and window displays at all times
• Monitor visitor flow and assist with exhibition logistics
• Support exhibition installations, events, and private viewings when required
• Manage and obtain all delivery permits for exhibitions and events logistics
• Assist with arranging and supervising contractors and suppliers during gallery activities
• Coordinate with internal teams on daily operational matters

 

Shipping & Logistics Coordination

• Coordinate domestic and international shipments of consignments and gallery materials
• Obtain and compare shipping quotes from approved carriers and service providers
• Prepare and manage all shipping documentation including commercial invoices, packing lists and customs paperwork
• Liaise with freight forwarders, customs brokers, couriers and internal departments to ensure timely deliveries
• Track shipments and provide regular status updates to internal teams and clients
• Ensure compliance with import/export regulations and company procedures
• Coordinate interoffice transfers and exhibition-related logistics
• Maintain accurate shipping records and logistics files
• Troubleshoot shipment issues and manage last-minute logistics requirements

 

Administrative & Financial Support

• Ensure client lists are accurate and up to date for mailings, invitations, and engagement activities, in coordination with the Head of Office
• Maintain Gallery visitor logs and internal records
• Process office and vendor POs & invoices, ensuring correct documentation and approvals
• Follow up on payments with internal finance teams and external vendors
• Maintain organized records of all invoices, purchase orders, and related paperwork
• Handle incoming and outgoing mail and deliveries
• Coordinate couriers, suppliers, and service providers
• Ensure the MENA events calendar and team holiday schedule are kept accurate and up to date

 

Facilities & Maintenance Management

• Ensure that all gallery equipment and systems are fully functional, including lighting, air conditioning, CCTV, and telephone systems
• Coordinate and monitor yearly maintenance contracts for all essential equipment and service providers
• Liaise with building management and external contractors for repairs or servicing
• Report any technical or maintenance issues promptly and follow through to resolution

Health, Safety & Security

• Follow gallery security procedures and visitor protocols
• Monitor public areas and report any issues promptly
• Ensure compliance with company Risk Management and Security policies and procedures