Office & Logistics Coordinator

Position Overview

Opera Gallery is seeking a highly organized, proactive, and detail-oriented

Office \& Logistics Coordinator

to support daily gallery operations and ensure seamless coordination across internal teams, artists, partners, and clients. This role is essential in maintaining operational efficiency, managing artwork logistics, and supporting the gallery’s fast-paced, high-touch environment.

This is a great opportunity for someone eager to learn, grow within the art world, and gain hands-on experience in gallery operations and logistics.

Key ResponsibilitiesOperations \& Office Management

• Support day-to-day gallery operations and provide administrative assistance across departments
• Act as a central point of coordination between sales, operations, leadership, and external partners
• Maintain an organized, efficient office environment and assist with operational processes
• Anticipate team needs and proactively problem-solve to ensure smooth workflow

Logistics \& Artwork Coordination

• Coordinate domestic and international shipping of artworks between galleries, clients, fairs, and partners
• Liaise with shippers, warehouses, and customs brokers to ensure timely and secure transport
• Prepare and manage shipping documentation, condition reports, and tracking updates
• Oversee artwork movements, ensuring proper handling, packing, and compliance with regulations

Inventory \& Systems Management

• Maintain and update internal inventory systems (e.g., ArtAML or similar platforms)
• Track artwork locations, availability, and status across multiple gallery locations
• Conduct regular inventory checks to ensure accuracy
• Support organization and accuracy of internal data

Cross-Functional Coordination

• Facilitate communication between internal teams (sales, finance, operations) and external stakeholders
• Assist with gallery exhibitions, installations, and art fair logistics
• Support client services by coordinating artwork deliveries and pickups
• Contribute to special projects and operational improvements

Client \& Partner Support

• Support communication with collectors, advisors, and partners regarding logistics and artwork handling
• Help ensure a smooth and professional client experience
• Handle sensitive information with professionalism and discretion

Qualifications

• Strong organizational skills and attention to detail
• Ability to multitask and manage priorities in a fast-paced environment
• Excellent communication and interpersonal skills
• A proactive attitude with a willingness to learn and take initiative
• Interest in art, galleries, and/or art history
• Comfortable working in an in-office, team-oriented environment

No prior gallery or logistics experience required

— we are looking for someone who is motivated, reliable, and excited to grow within the role.

Key Traits

• Highly organized and dependable
• Positive, flexible, and solutions-oriented
• Strong sense of ownership and accountability
• Team player with a “no task too small” mindset
• Curious and eager to learn

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Application Instructions :

• Please send resume and cover letter to

[email protected]

with “NYC Sales Assistant” in the subject line.