Apprentice Business Administrator

General Gallery Duties

• Organising physical and digital files (contracts, invoices, certificates of authenticity, insurance docs).
• Maintaining a consistent naming/folder structure so anyone can find documents.
• Archiving past exhibition records, sales paperwork, photos, videos and correspondence.
• Maintain cleanliness of gallery floor and general areas.
• Enquiries & Communications.
• Act as first point of contact for email and phone enquiries from collectors, artists, and visitors.
• Respond to or route enquiries promptly and professionally.
• Maintain a shared inbox and ensure nothing falls through the cracks.

Expenses & Finance Admin

• Processing supplier invoices and passing them to the bookkeeper/accountant; tracking petty cash.
• Raising sales invoices to clients and following up on payment.
  HR-adjacent admin.
• Maintaining staff records, holiday/absence tracking.
• Arrange and coordinate training sessions for gallery staff (sales technique, CRM use, health &
  safety, etc.).
• Maintain training records and onboarding materials for new starters.
• Ordering office and gallery supplies (stationery, packaging materials, wine for openings).
• Managing supplier and vendor relationships (couriers, framers, printers, repairs/maintenance).
• Handling post and deliveries.
• Basic facilities coordination (maintenance requests, security/alarm codes, keyholding).

Insurance & Compliance

• Keeping artwork insurance and public liability policies up to date.
• Maintaining health & safety records.
• GDPR-compliant handling of client/collector data in the CRM.

CRM & Client Management.

• Manage and maintain the gallery’s HubSpot CRM: contacts, deal pipelines, collector history, and mailing lists.
• Keep client and artist records accurate and up to date.
• Support marketing with segmented email lists and campaign data.

Diary & Scheduling

• Manage the Gallery Director’s diary and gallery-wide calendar (studio visits, viewings, private views, install/de-install dates, venue hire bookings), eg: using Calendly.
• Coordinate meeting and appointment scheduling across staff and external contacts.
• Book couriers, framers, and other third-party services as needed.

Artist Contracts & Administration

• Manage, track, and file artist consignment agreements and exhibition contracts.
• Maintain a record of commission rates, payment terms, and contract renewal dates.
• Liaise with artists on paperwork, insurance documentation, and logistics.