The Art Advisory Coordinator supports the Director and Gallery Team in the coordination, documentation, visualization, and delivery of art advisory and consultancy projects. This role functions as a key administrative and creative support position—liaising with clients, artists, galleries, installers, and internal departments to ensure projects are delivered efficiently, professionally, and with exceptional attention to detail.
The ideal candidate has an interest or background in art and/or consultancy and is highly adaptable, capable of responding confidently to evolving project scopes, shifting timelines, and varied site conditions.
Key Responsibilities:
1. Project Scheduling & Timeline Management
- To ensure all client engagements, site visits, and project milestones are scheduled, tracked, and updated accurately in alignment with the Director's calendar and evolving project timelines.
- Book site visits with clients and prospective clients
- Coordinate scheduling in accordance with the Director's availability
- Maintain and update work-back calendars for active projects
- Adjust timelines in response to scope or priority changes
- Perform detailed scheduling data entry
Deliverables:
- Confirmed and calendar-integrated site visits
- Accurate and current project timelines
- Updated work-back schedules reflecting changes
- Organized scheduling records
2. Artwork Documentation, Visualization & Proposal Tracking
- To maintain comprehensive artwork records and produce professional visual mock-ups that support client presentations and advisory recommendations.
- Record artworks proposed for projects
- Document pricing, sourcing details, and artist/gallery information
- Organize and file site photography
- Create Photoshop mock-ups of artworks within site images or interior renderings
- Maintain draft materials and reference documentation for efficient access
Deliverables:
- Detailed artwork tracking logs
- Organized digital photo library
- High-quality artwork mock-ups for client review
- Accessible and structured project documentation
- Updated proposal reference files
3. Artist & Gallery Liaison
- To serve as a professional and reliable point of contact for artists and galleries, ensuring smooth communication and accurate coordination throughout project lifecycles.
- Manage and respond to artist and gallery inquiries
- Follow up on artwork availability, pricing, and specifications
- Maintain communication records
- Obtain and record artist/gallery payment details in accordance with procurement and finance requirements
- Adapt communication style to suit various stakeholders
Deliverables:
- Documented and organized correspondence records
- Confirmed artwork details and pricing information
- Completed and compliant payment documentation
- Coordinated payment processing with finance department
4. Contracts, Invoicing & Financial Administration
- To administer contracts, invoicing, and accounts receivable processes accurately and in accordance with internal financial procedures.
- Send out legal contracts and monitor signature completion
- Maintain the most up-to-date contract versions
- Issue invoices when required
- Perform basic accounts receivable duties and record keeping
- Ensure remittance payments are processed and paid
- Adapt to procedural updates and project-specific requirement
Deliverables:
- Executed and properly filed contracts
- Issued and recorded invoices
- Updated accounts receivable logs
- Confirmed and documented remittance payments
5. Client Communication & On-Site Coordination
- To support seamless client service and artwork installation logistics through proactive communication, confident representation of services, and adaptability in dynamic environments.
- Handle general client enquiries
- Speak confidently about advisory services
- Participate in on-site artwork coordination
- Assist in scheduling local artwork deliveries
- Coordinate with installers and project stakeholders
- Respond effectively to last-minute changes or site-specific challenges
Deliverables:
- Timely and professional client communications
- Successful on-site coordination support
- Confirmed and executed delivery schedules
- Positive client engagement and service representation
- Smooth adaptation to changing project conditions
Qualifications:
- Interest or educational background in Art, Arts Administration, or Design
- Proficiency in Adobe Photoshop
- Experience mocking up artworks within photographic site images and/or interior renderings
- Demonstrated experience in Project Management
- Strong visual judgment and presentation skills
- High attention to detail, particularly in documentation and data entry
- Strong organizational and time management skills
- Confident verbal and written communication abilities
Key Attributes:
- Highly adaptable and comfortable navigating changes in project direction, environment, and client expectations
- Ability to manage multiple projects simultaneously
- Basic understanding of accounts receivable and invoicing processes preferred
- Experience in project management considered an asset; Fluent English required; Arabic is an advantage
