Art Fair Coordinator

Role Overview

Our client is looking for an Art Fair Coordinator to join their London team. The Coordinator reports to the Director of Art Fairs and plays a central role in the strategic and operational delivery of the gallery’s global art fair program. This position functions as an operations lead for the department, ensuring that all logistical, administrative, and procedural elements  of  each  fair  are  executed  efficiently  and  to  the  highest  standard.

The role requires strong coordination across internal departments—including Operations, Sales, Registrars, Marketing, and Finance as well as with external partners such as art fair organizers, shippers, and contractors. The Coordinator will oversee project timelines, budgets, documentation, and installation logistics, ensuring deadlines and quality standards are consistently met.

Based in London, this position involves regular international travel to oversee on-site execution and provide direct support to the Director of Art Fairs.

Key Responsibilities

Art Fair Operations & Planning

• Lead the end-to-end operational planning of assigned art fairs, including artwork processing, logistics, and documentation.
• Add and coordinate artwork cases for art fairs, including condition checking, photography, framing, and creation of SketchUp booth layouts.
• Oversee condition checks pre- and post-fair for all artworks, ensuring accurate documentation and timely communication with registrars.
• Maintain and manage Smartsheet schedules for each fair, ensuring that all milestones, deliverables, and deadlines are tracked and met.
• Prepare and manage SketchUp floor plans for each art fair booth, working closely with the Director and Sales teams to finalise layouts.
• Complete and submit all required technical plans, fair order forms, and exhibitor documents ahead of deadlines.
• Manage and coordinate art fair shipments in collaboration with registrars, ensuring accurate tracking, documentation, and delivery schedules.
• Create and oversee operational schedules in advance of each fair, including timelines for packing, shipping, and on-site installation.
• Coordinate with external vendors, technicians, and freelancers; oversee their booking, briefing, and on-site supervision.
• Procure or hire all tools, materials, and equipment needed for art fair installations.
• Liaise with technicians to compile and distribute comprehensive installation guides.
• Support pre-fair preparation meetings with Sales, Marketing, Technical, and Operations teams.
• Provide on-site operational support during fair installations and deinstallations, liaising directly with fair organisers, shippers, and service desks.
• Serve as deputy for the Director of Art Fairs when required, both internally and on-site.
• Communicate all key deadlines, updates, and changes in a timely and proactive manner.

Finance & Budget Management

• Support the Director of Art Fairs in the development and monitoring of budgets at both individual fair and program levels.
• Code and process invoices in Concur, ensuring budget Smartsheets are accurate and up-to- date.
• Track all fair-related expenses, collate cost reports, and provide post-fair budget summaries and analysis where required and requested.
• Maintain an understanding of operational budgets for each fair, including supplier costs, freight estimates, and other logistical expenditures.
• Assist with financial reconciliations and reporting post-fair.

Systems & Process Development

• Work with the Business Systems Management (BSM) team to build and enhance Salesforce dashboards for operational oversight and performance tracking.
• Streamline and improve art fair processes within Salesforce and other internal systems to enhance efficiency and reporting accuracy.
• Contribute to the continuous improvement of departmental workflows, documentation templates, and cross-departmental communication.

Qualifications & Skills

• Minimum 3–5 years’ experience in gallery operations, art fair management, or a similar logistics/production coordination role.
• Strong organisational and project management skills, with proven ability to manage multiple complex projects simultaneously.
• Excellent communication and interpersonal skills, with the ability to work cross-functionally and manage relationships with global teams and vendors.
• High attention to detail, accuracy, and follow-through under pressure.
• Proficiency in Smartsheet, Salesforce, SketchUp, and Microsoft Office Suite (particularly Excel).
• Knowledge of Concur and art handling/shipping processes is an advantage.
• Willingness to travel internationally and work flexible hours around fair deadlines.

Key Attributes

• Proactive problem solver with a collaborative mindset.
• Operationally driven, process-oriented, and comfortable leading complex logistics.
• Confident decision-maker with sound judgment and discretion.
• Adaptable, calm under pressure, and able to anticipate needs before they arise.

Salary and benefits

• Salary range is £40,000 - £44,000
• Annual Staff bonus
• Competitive benefits package
• Hybrid working after successful completion of probationary period and as agreed with Line Manager.