Receptionist & Gallery Coordinator

ABOUT SOTHEBY'SEstablished 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.RESPONSIBILITIESFront Desk & Client RelationsGreet and welcome all visitors in a courteous and professional mannerAnswer incoming phone calls and emails, directing inquiries appropriatelyManage appointment scheduling and meeting room bookingsProvide general information about exhibitions, artists, and gallery servicesMaintain a high standard of customer service at all timesGallery OperationsEnsure the reception and gallery spaces are tidy, presentable, and organizedWork closely with specialists on the display and presentation of property in gallery vitrines, ensuring items are properly arranged and maintained to the highest standardsManage all gallery display materials and maintain accurate inventory, ensuring full readiness for exhibition setups and window displays at all timesMonitor visitor flow and assist with exhibition logisticsSupport exhibition installations, events, and private viewings when requiredManage and obtain all delivery permits for exhibitions and events logisticsAssist with arranging and supervising contractors and suppliers during gallery activitiesCoordinate with internal teams on daily operational mattersShipping & Logistics CoordinationCoordinate domestic and international shipments of consignments and gallery materialsObtain and compare shipping quotes from approved carriers and service providersPrepare and manage all shipping documentation including commercial invoices, packing lists and customs paperworkLiaise with freight forwarders, customs brokers, couriers and internal departments to ensure timely deliveriesTrack shipments and provide regular status updates to internal teams and clientsEnsure compliance with import/export regulations and company proceduresCoordinate interoffice transfers and exhibition-related logisticsMaintain accurate shipping records and logistics filesTroubleshoot shipment issues and manage last‑minute logistics requirementsAdministrative & Financial SupportEnsure client lists are accurate and up to date for mailings, invitations, and engagement activities, in coordination with the Head of OfficeMaintain Gallery visitor logs and internal recordsProcess office and vendor POs & invoices, ensuring correct documentation and approvalsFollow up on payments with internal finance teams and external vendorsMaintain organized records of all invoices, purchase orders, and related paperworkHandle incoming and outgoing mail and deliveriesCoordinate couriers, suppliers, and service providersEnsure the MENA events calendar and team holiday schedule are kept accurate and up to dateFacilities & Maintenance ManagementEnsure that all gallery equipment and systems are fully functional, including lighting, air conditioning, CCTV, and telephone systemsCoordinate and monitor yearly maintenance contracts for all essential equipment and service providersLiaise with building management and external contractors for repairs or servicingReport any technical or maintenance issues promptly and follow through to resolutionHealth, Safety & SecurityFollow gallery security procedures and visitor protocolsMonitor public areas and report any issues promptlyEnsure compliance with company Risk Management and Security policies and proceduresTo view our Candidate Privacy Notice for the US, please click here.To view our Candidate Privacy Notice for the UK, Hong Kong, France and Switzerland, please click here.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.#