Junior Project Manager for an established art consultancy in London

Our client is seeking a motivated and organised Junior Project Manager to join their team to support the successful delivery of a diverse portfolio of art consultancy projects across interior design, architecture, and hospitality sectors. 

The successful candidate will assist in coordinating projects from initial planning through to procurement, logistics, and final delivery. The ideal candidate will have strong organisational and communication skills, excellent attention to detail, and an interest in project management, art, and design. 

Key Responsibilities:

Project Management and Coordination

• Support Senior Project Managers in coordinating projects from initial planning through to completion, ensuring tasks and deliverables are managed in line with agreed timelines.
• Assist in developing and maintaining project schedules, trackers, budgets, contact lists, and project documentation.
• Monitor project progress, follow up on outstanding actions, and flag potential delays, issues, or risks to the relevant Project Manager.
• Coordinate communication between clients, artists, suppliers, interior designers, architects, and other project stakeholders.
• Attend project meetings and presentations, including occasional travel within and outside the UK, and prepare accurate meeting notes and action lists.
• Assist with preparing project presentations, reports, schedules, specifications, and other client-facing documentation.
• Liaise with the wider team to ensure project information is accurate, up to date, and communicated effectively.
• Take responsibility for assigned tasks and project workstreams, ensuring these are completed accurately and within agreed deadlines.
• Contribute to the continuous improvement of project processes, documentation, and working methods. 

Artwork Procurement and Purchasing

• Coordinate the procurement of artworks and bespoke commissions, liaising with artists, galleries, framers, and suppliers throughout the process.
• Assist in preparing artwork specifications, quotations, purchase orders, and contractual documentation.
• Raise purchase orders and coordinate the collection of signed documents, ensuring records are maintained for contractual and copyright purposes.
• Track purchase orders, production schedules, delivery dates, and outstanding payments.
• Liaise with the accounts team regarding supplier invoices, payment schedules, and outstanding financial documentation.
• Monitor artwork production and follow up with artists and suppliers to ensure commissions and orders progress in line with agreed deadlines.
• Maintain accurate procurement records and communicate updates to the relevant Project Manager.

Logistics and Delivery Coordination

• Coordinate artwork collections, deliveries, and shipments with clients, artists, suppliers, and specialist shipping companies.
• Obtain and review shipping quotations, assist with logistics planning, and monitor costs and delivery schedules.
• Prepare and coordinate shipping documentation, including packing lists, artwork labels, commercial invoices, and other relevant paperwork.
• Track shipments and proactively follow up on their progress, communicating delivery updates and potential issues to the project team.
• Coordinate multiple shipments and consolidations, ensuring artwork is collected, packed, transported, and delivered according to project requirements.
• Assist in preparing delivery schedules, artwork location plans, handling instructions, and other supporting documentation.
• Liaise with Project Managers to coordinate delivery and installation requirements, ensuring all parties have the necessary information ahead of time.
• Support the coordination of on-site deliveries and installations, including communication with relevant contractors and site teams where required. 

General Administration and Reporting

• Maintain organised and accurate project files, databases, trackers, and records.
• Assist with preparing project updates, progress reports, and internal status summaries.
• Monitor outstanding actions and deadlines, ensuring these are followed up promptly.
• Provide general support to Senior Management and the wider project team as required.
• Manage competing priorities effectively and communicate clearly when deadlines or project requirements change. 

Essential Requirements

• Previous experience in project coordination, project administration, or a related role, ideally within art, design, interiors, architecture, hospitality, or a similar creative industry.
• A genuine interest in developing a career in project management.
• Strong organisational and time management skills, with the ability to manage multiple tasks and deadlines simultaneously.
• Excellent written and verbal communication skills, with the confidence to liaise professionally with clients, suppliers, and colleagues.
• A high level of accuracy and attention to detail, particularly when preparing project documentation, specifications, and shipping paperwork.
• A proactive and practical approach to problem-solving, with the ability to anticipate issues and take initiative.
• The ability to work independently on assigned tasks while collaborating effectively within a team.
• Proficiency in Google Workspace and Microsoft Office, particularly with Excel to an intermediate standard.
• Confidence using Mac computers and navigating digital working environments.
• An understanding of architectural technical drawings or the ability to develop this skill.
• Willingness to travel within the UK and internationally for site visits and installations when required. 

Desirable Skills and Experience

• Knowledge of artwork handling, packing, shipping, and installation.
• Familiarity with international shipping procedures and European import and export requirements.
• Project Management certification.
• Experience using project management software such as Smartsheet or similar platforms.
• Working knowledge of Adobe Photoshop and Adobe Acrobat.
• A full, clean driving licence. 

Benefits: 

• The opportunity to work on prestigious international art and design projects, with exposure to the full project lifecycle, from artwork selection and commissioning through to procurement, logistics, and installation.
• Collaboration with experienced senior members of the team in a supportive and close-knit working environment.

Reports to: Senior Management

Salary: £42,500 per annum

Employment type: Full-time