Receptionist & Gallery Coordinator
ABOUT SOTHEBY'S
Established in 1744, Sotheby’s is the world’s premier destination for art and luxury. Sotheby’s promotes access to and ownership of exceptional art and luxury objects through auctions and buy-now channels including private sales, e-commerce and retail. Our trusted global marketplace is supported by an industry-leading technology platform and a network of specialists spanning 40 countries and 70 categories which include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits, and Design, as well as collectible cars and real estate. Sotheby’s believes in the transformative power of art and culture and is committed to making our industries more inclusive, sustainable and collaborative.
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
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The Company is an equal opportunity employer and considers all applicants for employment without regard to race (including, without limitation, traits historically associated with race, such as natural hair, hair texture, and protective and treated or untreated hairstyles), color, creed, religion, sex, sexual orientation, marital or civil partnership/union status, national origin, age, disability, pregnancy, genetic predisposition, genetic information, reproductive health decision, sexual orientation, gender identity or expression, alienage or citizenship status, domestic violence victim status, military or veteran status, or any other characteristic protected by federal, state/province or local law. The Company complies with applicable state and local laws prohibiting discrimination in employment in every jurisdiction in which it operates.