Gallery & Platform Administrator

iPRECIATION is seeking a Gallery & Platform Administrator to support the daily operations of thephysical gallery and our upcoming fine art digital platform. This is afull-time, in-person role with a 5.5day/week working schedule (half day onSaturday).

The role combines galleryadministration, exhibition support, artwork documentation, customer service,and digital platform management to ensure the efficient operation of thegallery's physical and online activities.

The successful candidate will overseegallery administration, artwork records, inventory management, exhibitionsupport, platform content, user accounts, artwork submissions, marketplacelistings, and registry documentation while providing general operationalsupport. This role requires a highly organised, detail-oriented, and proactiveindividual who can effectively manage multiple responsibilities in a dynamicand fast-paced art environment.

The Gallery & PlatformAdministrator reports directly to the Gallery Executive for physical galleryoperations and the IT Project Coordinator for platform administration.

Fresh graduates with a strong interestin the fine arts industry are highly encouraged to apply.

Key Responsibilities

Gallery Operations

Administration & Office Operations

• Maintain and organise artwork records, inventory databases, provenance documentation, ownership records, and consignment files.
• Prepare, update, and maintain artwork inventories, sales records, administrative reports, and gallery documentation.
• Manage gallery correspondence, filing systems, data entry, and general office administration.
• Process gallery expenses, invoices, payment documentation, and other administrative records.
• Support the daily operation of the gallery, including office coordination, procurement of supplies, and maintaining an organised workspace.

Visitor Services & Customer Support

• Serve as the first point of contact for gallery visitors, responding to enquiries in person, by telephone, and via email.
• Provide relevant information on exhibitions, artists, artworks, gallery programmes, and services.
• Provide administrative support to artists, collectors, galleries, and visitors regarding exhibitions, artwork enquiries, sales, and general gallery matters.

Exhibition & Artwork Management

• Assist with the installation and deinstallation of exhibitions under the direct supervision of the Gallery Executive.
• Maintain artwork condition reports and ensure compliance with artwork handling and storage standards.
• Support artwork logistics, documentation, and inventory management as required.

Platform Management

Platform Administration

• Review, verify, and approve user registrations, memberships, and professional accounts.
• Assess artist, gallery, auction house, publisher, and institutional profiles for completeness, accuracy, and compliance.
• Review artwork submissions, provenance documentation, registry applications, and collection records.
• Manage artwork sale listings, auction consignments, auction lots, and marketplace content.

Marketplace & Registry Management

• Monitor transactions, order progress, inventory status, and platform records to ensure accuracy.
• Maintain accurate ownership, provenance, registry, and marketplace records.
• Publish and maintain platform content, including exhibitions, articles, announcements, and educational resources.

Platform Quality & User Support

• Conduct routine quality assurance by reviewing listings, duplicate records, user activity, and platform content.
• Respond to platform enquiries relating to user accounts, artwork submissions, marketplace listings, auctions, and transactions.
• Investigate user reports, complaints, and policy violations, escalating legal, financial, security, or fraud-related matters to the IT Project Coordinator where appropriate.

General Responsibilities

• Maintain confidentiality, professionalism, and accuracy across all gallery and platform operations.
• Prepare operational reports and provide administrative support to management as required.
• Perform other duties reasonably assigned in support of the gallery and digital platform.

Qualifications & Skills

• Bachelor's degree or equivalent qualification in Arts Management, Business Administration, Art History, or a related discipline is preferred.
• Previous experience in administration, office management, gallery operations, marketplace administration, customer service, or digital platform operations is advantageous.
• Strong organisational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities while maintaining accuracy and confidentiality.
• Proficiency in Microsoft Office applications; experience with gallery databases, collections management systems, or digital marketplace platforms is an advantage.
• Familiarity with artwork documentation, provenance, inventory management, collections management, or registry systems is desirable.
• Interest in contemporary art, gallery operations, and the contemporary art market.

Personal Attributes

• Highly organised and methodical.
• Detail-oriented with strong analytical skills.
• Professional, approachable, and customer-focused.
• Able to work independently while contributing effectively within a team.
• Adaptable and capable of managing multiple concurrent responsibilities in a fast-paced environment.

How to Apply?

Interested candidates are to send their CV and cover letter to [email protected] for consideration.