Gallery Operations Coordinator

OVERVIEW Location: 23E67, New York, NYHours: Tuesday–Saturday, 10:00am–6:00pmFull time, on-site Upsilon New York is seeking a highly organized, proactive Operations Coordinator to be responsible for the day-to-day operational delivery of our New York gallery. Upsilon Gallery is a post-war and contemporary art gallery with locations in New York, London and Milan. The gallery's exhibition program consists of emerging and established artists across both the primary and secondary markets. This role presents an exciting opportunity to join a gallery that is expanding its international presence through exhibitions, art fairs and an increasing global collector base. MAIN RESPONSIBILITIESGallery Operations· Coordinate the day-to-day operational running of the gallery.· Prepare, manage and improve exhibition and operational budgets, monitoring expenditure.· Maintain accurate inventory and artwork records in Artlogic· Support general administrative and operational tasks across the gallery.· Undertake additional operational responsibilities appropriate to the role as the gallery continues to grow. Exhibitions & Art Fairs· Coordinate exhibition planning from concept through installation and deinstallation.· Prepare exhibition schedules and production timelines.· Liaise with artists, studios, framers, fabricators and external contractors.· Coordinate installation teams and ensure projects are delivered on time and within budget.· Support domestic and international art fair logistics. Shipping & Logistics· Organize domestic and international shipping of artworks.· Prepare shipping quotations and coordinate transport with fine art shippers and couriers.· Manage import/export documentation, customs paperwork and courier arrangements.· Responsible for artwork packing, storage, condition reporting and movement tracking.· Maintain strong relationships with logistics partners and negotiate competitive rates.· Work closely with the London and Milan teams to ensure smooth cross-location shipping. Budget & Vendor Management· Prepare operational budgets for exhibitions, shipping and special projects.· Monitor project costs and ensure expenditure remains within budget.· Source and manage suppliers, obtaining quotations and negotiating pricing.· Review invoices and assist with operational financial reporting. REQUIREMENTS: · 2+ years' experience in gallery operations, registrar, logistics or exhibition management.· Experience coordinating fine art shipping and installations.· Strong understanding of artwork handling and collections management.· Excellent organizational and project management skills.· Ability to manage multiple deadlines simultaneously.· Strong budgeting and cost management experience.· Excellent written and verbal communication skills.· High attention to detail.· Proactive, solutions-focused mindset.· Proficiency with Microsoft Office and inventory management systems (Artlogic or similar). DESIRABLE· Experience with international shipping and customs procedures.· Knowledge of art fair logistics.· Photography or social media content creation experience.· Additional language skills.· Experience working across multiple gallery locations. PERSONAL ATTRIBUTES· Calm under pressure with excellent problem-solving skills.· Highly organized and self-motivated.· Collaborative and adaptable.· Strong commercial awareness.· Positive, hands-on attitude with a willingness to support across departments.· Passion for contemporary art. HOW TO APPLY:Please submit a cover letter, your CV, and the names of two professional references with the subject line “Gallery Operations Coordinator” to tasha@upsilongallery.com. Only qualified candidates will be contacted. Phone calls will not be accepted.