Client Services Coordinator

Position Title:
Client Services Coordinator

Reporting To:
Retail Director

Full time, permanent

Location:
Halcyon Gallery, Central London (5 days per week On-site)

Purpose of the Role

The role sits at a critical juncture, advising and supporting our Art Consultants in order for them to execute successfully with clients. This team is the centre point for client activity, and requires coordination between Operations, the Creative team, the Sales team, and other teams as necessary, to ensure we maximise all opportunities.

Key Responsibilities

Track and follow up on client transactions

Monitor transaction progress and resolve bottlenecks

Track artwork availability, reservations, and stock status

Arranging sales presentations with the Creative team

Coordinate with stock teams on artwork movement

Assist with invoicing preparation and liaise with Accounts

Monitor payment status and support query resolution

Prepare reports, documents, and meeting materials

Maintain accurate filing and database records

Identify and improve internal workflows across departments

Measures of Succcess

Accurate and timely completion of client-related tasks

Smooth coordination between Sales, Stock, and Accounts

Efficient invoicing and payment processes

Strong organisation and visibility across active transactions

Professional and responsive communication

Key Skills & Experience

Strong coordination or Client Services experience (3+years)

Excellent communication and interpersonal skills

Very strong English language skills, both written and verbal

Team player

Highly organised with strong attention to detail

Strong numerical accuracy

Ability to manage multiple priorities

Proficiency in Microsoft Office

Advantageous but not essential:

Additional languages

Interest in the Art Market

All candidates must have the right to work in the UK, please note that we are unable to provide visa sponsorship.