Reports to: Head of Operations / Gallery ManagerPosition Type: Full-time (Requires significant travel for art fairs)Role OverviewThe Assistant Logistics Coordinator & Art Handler will be the backbone of our exhibition and art fair cycle. This role is designed to bridge the gap between planning and execution, ensuring that all gallery exhibitions and international/domestic art fairs are executed with precision. We have approximately 8 exhibitions and 6 art fairs per year. Together with the operations team, you will be responsible for the movement, safety, and documentation of all artworks, allowing the sales team to focus on client relationships and the leadership to focus on strategy.Key Responsibilities1. Logistics & Art Fair CoordinationAssist Head of Operations in coordinating end-to-end shipping for 6 annual art fairs, including domestic and international shipping, customs documentation, insurance, and booking art handlers Travel to art fairs and serve as the lead on-site logistics coordinator for fairs, managing the load-in, unpacking, and installationManage the packing and release process for sold works during and after fairs to ensure quick delivery to clients.Assist sales team during the fairs as needed2. Incoming and Outgoing Shipping ManagementOpen, condition check, and photograph all incoming shipments Manage timelines/deadlines for incoming shipments, act as go-between between the Head of Operations and PreparatorLiaise with external fine art shippers, craters, and framers to obtain quotes and ensure deadlines are met.3. Art HandlingAssist Preparator and operations team with packing outgoing shipments, receiving and condition checking incoming shipments, local deliveries, moves to storage and photography, installations for exhibitions or client viewings at the galleryGallery maintenance/preparing the gallery for events: patching walls between shows, moving pedestals and furniture 4. Database & Inventory ManagementMaintain the gallery’s inventory database in Artlogic with 100% accuracy, including updating locations, pricing, and high-res photography.Add new artworks to Artlogic as we receive information from the artistsIssue Certificates of Authenticity (COAs) and Provenance records for all sold worksAssist Preparator with regular moves to and from our offsite storage facility and with organization of artwork at storageOngoing project: review all inventory to determine which artworks can be packed and returned to the artists5. Vendor & Supply ManagementMaintain the gallery’s packing supply inventory (crates, bubble wrap, glassine) to ensure readiness for the next show.Required Skills & ExperienceExperience: 2–4 years in a gallery, artist studio, auction house, or fine art shipping company.Technical: Proficiency in gallery management software (e.g., Artlogic, Artsy, or similar) and Adobe Creative Suite, Google Workspace, must have a valid US driver’s licensePhysical: Ability to lift up to 50 lbs and remain on your feet for long periods during fair installations.Temperament: A "cool under pressure" attitude. You should thrive in the fast-paced environment of fair week and be a proactive problem-solver.The Ideal CandidateWe are looking for someone who is as comfortable behind a spreadsheet as they are with a drill in their hand. You understand that in a lean team, no task is too small, and you take pride in the "invisible" work that makes an exhibition look effortless.
