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