Front Desk Officer

Role & responsibilities

Administrative Support:

• Oversee daily administrative tasks, including the upkeep of the premises, ensuring cleanliness, and coordinating with the housekeeping and security teams on their attendance and addressing any concerns or grievances.
• Manage communication through the gallerys phone and email, responding to inquiries promptly and professionally.
• Maintain accurate records for all incoming and outgoing items, including gate passes and inventory tracking.

Event Coordination:

• Assist in the planning, coordination, and execution of exhibitions, openings, and special events.
• Coordinate guest lists, RSVPs, catering, and other event-related activities.
• Reach out to customers to invite them to gallery events, and, if required, make sales calls to generate leads.

• Manage workshop or small event proposals, understanding the specifics, and communicating them to the Head of Department (HOD).

Visitor and Client Relations:

• Greet and assist visitors, providing guided tours when necessary, and offer in-depth knowledge of the gallery, artworks, and artists, especially when senior staff are unavailable.
• Ensure a welcoming, professional, and comfortable environment for clients and visitors at all times.

Artworks Care and Management:

• Support the gallery team in tracking and managing artwork inventory and exhibition materials.
• Assist in processing payments, following the company’s protocol for invoicing, and managing the customer database.
• Regularly monitor the condition of displayed artworks and help ensure they are well-maintained.

General Office Management:

• Ensure the gallery office is organized, efficient, and properly maintained.
• Manage office supplies and handle purchasing needs as necessary.
• Coordinate staff schedules, meetings, and internal communications.

Marketing and Promotion:

• Assist in the organization and execution of marketing campaigns for exhibitions, events, and sales initiatives.

Health & Safety Compliance:

• Ensure the gallery adheres to all relevant health and safety regulations, providing a secure environment for both visitors and staff.
• Assist with security arrangements during events and exhibitions to ensure the safety of both artworks and attendees.