Client Service Executive

The Fine Art Client Services Executive is responsible for delivering exceptional customer service and administrative support for fine art logistics, storage, transportation, installation, and collection management projects. This role serves as the primary liaison between clients, operations teams, and vendors, ensuring smooth project coordination, accurate documentation, and a high standard of client satisfaction.

The successful candidate will work closely with project managers, art handlers, transport teams, and clients including museums, galleries, collectors, corporations, auction houses, and government institutions.

Key Responsibilities

Client Relationship Management

·        Serve as the primary point of contact for clients regarding inquiries, quotations, bookings, and project updates.

·        Build and maintain strong relationships with collectors, galleries, museums, artists, auction houses, and corporate clients.

·        Provide timely and professional responses to client requests and concerns.

·        Coordinate client visits to storage facilities and project sites where required.

·        Ensure excellent customer service throughout the project lifecycle.

Quotation & Sales Support

·        Prepare quotations, proposals, and service agreements for fine art logistics services.

·        Follow up on sales opportunities and pending quotations.

·        Support business development activities by identifying cross-selling opportunities.

·        Maintain accurate records of quotations, contracts, and pricing information.

Project Coordination

·        Coordinate artwork transportation, installation, deinstallation, packing, crating, and storage projects.

·        Liaise with internal operations teams to schedule manpower, vehicles, equipment, and resources.

·        Monitor project timelines and ensure client requirements are fulfilled.

·        Provide regular project status updates to clients and internal stakeholders.

·        Assist in managing exhibition logistics and special projects.

Documentation & Administration

·        Process job registrations and create project files within operational systems.

·        Prepare shipping and storage documentation,

·        Maintain accurate records within CRM and operational databases.

·        Ensure all project documentation is complete and properly archived.

Storage & Inventory Management

·        Coordinate artwork storage intake and release procedures.

·        Maintain inventory accuracy within the collection management system.

·        Process storage renewals and client requests relating to stored artworks.

·        Support regular inventory audits and stock reconciliations.

Financial Administration

·        Raise purchase orders and work orders as required.

·        Review job costing and ensure billing information is accurate.

·        Coordinate invoicing with the finance department.

·        Follow up on outstanding payments when necessary.

·        Support monthly reporting and revenue tracking activities.

Quality, Compliance & Risk Management

·        Ensure all activities comply with company procedures and museum-standard handling requirements.

·        Maintain confidentiality regarding client collections and artwork values.

·        Support health, safety, security, and compliance initiatives.

·        Assist with insurance claims and incident reporting when required.

Qualifications & Experience

·        Diploma or Bachelor's Degree in Business Administration, Arts Management, Logistics, Museum Studies, or related field.

·        2-5 years of experience in customer service, project coordination, logistics, or fine art services.

·        Experience within the fine art, museum, gallery, auction house, or luxury logistics sector is preferred.