Operations & Project Coordinator

San Projects Creative Events

AED 4,000 - 5,999 per month

DIFC, Dubai, UAE

Full Time

2-5 Years

Any

High-School / Secondary

Posted a day ago

Job Details

Operations & Project Coordinator

Dubai Fine Arts, Volery Gallery and SAN Projects are looking for an organised, detail-oriented Operations & Project Coordinator to manage client enquiries, coordinate daily operations and support gallery activities and creative projects in Dubai.

We need someone who takes ownership, communicates clearly and follows tasks through to completion. You should be comfortable managing several requests at once, checking documents carefully and keeping accurate records. Art-industry experience is an advantage, but strong coordination skills and a willingness to learn are more important. Training will be provided on our systems and workflows.

Responsibilities

• Manage client enquiries through Zendesk and email, keep tickets updated and follow through until each request is resolved.
• Prepare accurate quotations, invoices and supporting documents, and follow up on client approvals and payments.
• Coordinate artwork collections, deliveries, installations and shipments with drivers, art handlers, freight agents and suppliers.
• Prepare and check shipping, customs and insurance documentation, and track deadlines, costs and shipment progress.
• Maintain clear records in Excel, Google Sheets and task-management systems; flag missing information, discrepancies or delays early.
• Support Volery Gallery with collector enquiries, artwork inventory, sales documentation, exhibitions and records in Artlogic.
• Support SAN Projects with project administration, supplier coordination, schedules and document tracking.
• Keep the team informed of priorities and outstanding work, and help colleagues follow established procedures.

Requirements

• Experience in administration, operations, logistics, customer service or project coordination.
• Strong written and spoken English, including the ability to draft clear, professional client emails.
• Good Excel / Google Sheets skills and careful attention to numbers, dates, names and documents.
• Ability to prioritise tasks, meet deadlines and follow up consistently.
• Confidence using digital systems. Experience with Zendesk, Artlogic or similar customer-service and inventory tools is an advantage.
• A practical, responsible approach to solving problems, with good judgment about when to ask for clarification or escalate an issue.
• Available for a full-time, on-site role in Dubai. An early start is preferred.

Salary

Around AED 5,000 per month, depending on experience and demonstrated ability.

How to apply

Please submit your CV and include:
• Your salary expectation.
• Your earliest available start date.
• A brief example of a task or project you coordinated from start to finish.

Shortlisted candidates will complete a brief practical exercise covering client email drafting, quotation checks and task prioritisation.

Languages

Any

Nationality

Any

Company Size

1-10