Gallery Coordinator

D’Stassi Art is looking for an exceptional Gallery Coordinator to take responsibility for the organisation and day-to-day running of our contemporary art gallery in East London.This is a central, full-time position within the business and an opportunity for someone to become deeply involved across gallery operations, exhibitions, artists, collectors, artwork management and the continued development of D’Stassi Art.We are looking for someone who takes genuine pride in running an organised, professional gallery and who naturally becomes the person the wider team can rely upon to know what is happening, what needs doing and what comes next.This is not simply an administrative position.The role combines gallery management, reception, sales support, artist liaison, artwork inventory, Artlogic management, finance coordination, exhibition production, curatorial assistance, logistics and practical artwork handling. The successful candidate will work closely with the gallery directors, sales team, artists, collectors, accounts department and external partners, while remaining a highly visible and client-facing member of the team. Gallery operations and administrationThe Gallery Coordinator will act as the central organisational point for the gallery and will take significant responsibility for ensuring its day-to-day operations remain accurate, structured and professional.Responsibilities will include opening and preparing the gallery each morning, managing the day-to-day administrative requirements of the business, maintaining the gallery diary and operational schedules, handling incoming calls and general enquiries, coordinating suppliers and contractors, maintaining organised filing and documentation, supporting the directors and sales team and ensuring the gallery remains consistently presentable and properly prepared for visitors, appointments and meetings.Sales support and collector appointmentsThe Gallery Coordinator will provide important administrative support to the gallery’s sales function.This includes organising collector appointments and meetings, maintaining the sales diary, ensuring the team has the correct client and artwork information ahead of appointments, coordinating follow-ups and gallery visits, preparing artwork information, price lists and presentations and ensuring that enquiries and opportunities are handed over efficiently.Artlogic and artwork recordsArtlogic is a critical part of D’Stassi Art’s operation, and the Gallery Coordinator will take significant responsibility for maintaining the database.This includes maintaining accurate artwork, artist and collector records; recording artwork locations, availability and sale status; updating sold works promptly; maintaining edition and consignment information; recording framing, condition and logistical information; ensuring artwork images, dimensions and descriptions are complete; creating viewing rooms and artwork lists; and conducting regular audits of the database.Previous Artlogic experience is strongly preferred and will be a significant advantage.Accuracy is extremely important. The Gallery Coordinator should ultimately be able to provide a dependable answer when asked where an artwork is, whether it is available, whether it has sold, who owns it and what action is required next. Artwork inventory, archive and stock managementThe successful candidate will take responsibility for maintaining an exceptionally organised physical artwork inventory and archive.They will need to know where works are located across the gallery, office, storage and external locations, conduct regular physical stock checks against Artlogic, maintain clear artwork labelling and storage systems, monitor condition and framing status and ensure artwork movements are recorded immediately and accurately.The role also involves safely packing, unpacking, and moving artworks, and maintaining dependable records of works being sent to collectors, artists, framers, exhibitions, storage facilities, or other external locations.We want somebody who takes genuine pride in knowing that the gallery’s physical inventory is controlled and properly organised. Artist liaisonThe Gallery Coordinator will maintain regular and professional communication with artists and their studios.This may include maintaining current artwork and availability lists, confirming works received, informing artists when works have sold, maintaining records relating to consignments and artist payments, arranging artwork collections and deliveries, requesting artwork information and imagery, assisting with exhibition planning and maintaining accurate records of agreements, editions and inventory.Strong communication and relationship-management skills are essential. Artists should feel that their work and their relationship with D’Stassi Art are being handled professionally and carefully. Finance and accounts coordinationThe Gallery Coordinator will not act as the gallery’s accountant, but will play an important role in ensuring the financial administration of the business remains organised.Responsibilities may include preparing sales invoices and supporting documentation, maintaining records of payments, ensuring staff and contractor invoices are submitted correctly, coordinating commission information, maintaining artist payment records, ensuring receipts and invoices reach the accounts department and identifying missing paperwork or inconsistencies before they become accounting problems.The successful candidate should be comfortable working with numbers and commercially sensitive information and have excellent attention to detail.An understanding of commercial gallery finances, including consignments, commissions, artist payments, invoicing and the VAT Margin Scheme, would be highly advantageous. Exhibitions and curationThe Gallery Coordinator will play an important role in developing and delivering D’Stassi Art’s exhibition programme.The role will involve assisting with exhibition concepts, curatorial decisions and artwork selection; creating exhibition artwork lists; helping plan physical exhibition layouts; coordinating artwork transportation, framing, printing and production; liaising with artists, studios, installers, framers and suppliers; preparing labels, price lists and exhibition documentation; and maintaining exhibition production schedules and deadlines.This is also a hands-on role.The successful candidate will help prepare and paint exhibition spaces, physically hang and install artworks, assist with lighting and final presentation and coordinate deinstallation and the return or storage of artworks following exhibitions.They should therefore be equally comfortable sitting at a computer organising an exhibition spreadsheet and physically helping to prepare and install the gallery.A strong visual eye and genuine curatorial ability are important. Artwork logisticsThe Gallery Coordinator will help oversee the movement of artworks into and out of the gallery.This includes coordinating collections and deliveries, liaising with specialist art couriers and shippers, obtaining and comparing quotations, coordinating framing and installation, preparing shipment information, tracking deliveries and ensuring artwork locations are immediately updated following movements.The role may involve both domestic and international artwork logistics and requires the ability to manage deadlines and maintain strong relationships with couriers, framers, printers and other production partners. Client-facing responsibilitiesThis is a highly visible role within D’Stassi Art.The Gallery Coordinator will frequently be the first person a collector, artist, partner or visitor encounters when entering or contacting the gallery.They must therefore be polished, personable, confident and welcoming.They will be responsible for greeting visitors, answering telephone calls and general enquiries professionally, hosting collectors arriving for appointments, supporting private views and events and ensuring the gallery remains presentable throughout the working day.We want someone who understands that the appearance, organisation and atmosphere of the gallery are all part of the collector experience. The ideal candidateWe are particularly interested in applicants with previous experience within a commercial gallery, art dealership, auction house, artist studio or comparable art-world environment.The ideal candidate will have strong gallery administration experience, excellent organisational skills, experience maintaining artwork inventory and archives, confidence handling artworks, experience assisting with exhibitions and installations and the ability to communicate professionally with artists, collectors and private clients.Previous Artlogic experience is strongly preferred.Experience coordinating artwork logistics, working with consignments and commissions, handling invoices and financial information and using Google Workspace and Microsoft Office would also be valuable. Experience with HubSpot or another CRM would be useful.Most importantly, the successful candidate must have exceptional attention to detail and the ability to manage multiple priorities simultaneously. Personal qualitiesAbove all, we are looking for somebody who takes ownership.This role would suit somebody who genuinely enjoys bringing structure to a busy creative environment and who wants to become a central and trusted member of a growing contemporary art gallery. PositionFull-time, permanentD’Stassi Art, East LondonSalary: £36,000 to £40,000 per annum, depending on experience, with annual salary and performance review.Working hours are Monday to Thursday, 10:30am to 6:00pm, and Friday, 9:30am to 4:00pm. Additional attendance will occasionally be required for exhibitions, private views, installations and gallery events. For the right person, there is significant scope for the position to grow alongside the gallery.