Idlewild Union seeks Project Coordinator/Gallery Registrar

Company Overview: Innovative art and design studio (Idlewild Union) specializing in the creation of fine art works for art galleries and large-scale outdoor exhibitions, is seeking a motivated Project Coordinator/Gallery Registrar. We are looking for a dynamic individual to play a crucial role in managing projects, coordinating logistics, and maintaining the integrity of our fine art inventory.

Position Overview: The Project Coordinator/Gallery Registrar will serve as a linchpin in the successful execution of complex projects, ensuring timelines are met, and fostering clear communication with studio owners. This role demands quick thinking, adaptability, and meticulous attention to detail. Core functions include project coordination; specifically managing schedules and timelines and communicating with owners, staff, vendors, clients and institutions on all related matters, exhibition logistics; including tracking manufacturing, shipping and installation timelines and gallery logistics; managing fine art inventory through established project coordination apps and accounting software, coordinating gallery consignments, facilitating gallery inventory requests, providing weekly, monthly and yearly reconciliation reports for ownership and enforcing terms of gallery representation agreements.


  • Project Coordination and Logistics:
    • Manage production calendars, ensuring accurate scheduling for fine art works and large-scale outdoor exhibitions.
    • Coordinate exhibition logistics, collaborating with creative leads, staff, and external partners to facilitate complex projects.
    • Ensure adherence to project timelines, proactively addressing challenges to meet deadlines.
  • Fine Art Inventory and Gallery Consignments:
    • Oversee the studio’s fine art inventory, maintaining accurate documentation and cataloging.
    • Work closely with logistics and shipping staff to consign, sell, and ship art inventory.
    • Facilitate consignment agreements with galleries, negotiating terms and maintaining positive relationships.
  • Financial Reconciliations:
    • Conduct monthly and yearly reconciliations for gallery transactions, ensuring accuracy.
    • Monitor payments owed to the studio by galleries, maintaining up-to-date records and following up on outstanding payments.
  • Communication and Collaboration:
    • Communicate clearly and effectively with studio owners, staff, and external stakeholders.
    • Work closely with Studio Owners, providing critical support to pursue studio strategy and goals.
    • Act as a liaison between the studio and galleries, ensuring transparency and effective communication.
  • Technical Proficiency:
    • Utilize project management apps to streamline workflows and enhance project coordination.
    • Apply solid experience in basic accounting methods to maintain accurate financial records.

• Bachelor’s degree in Arts, Design, Project Management, or a related field.
• Proven expertise in project management applications and basic accounting methods.
• Experience in project coordination within the art and design industry, especially in fine art and large-scale outdoor exhibitions.
• Strong organizational, time-management, and communication skills.
• Quick thinking and ability to adapt in a fast-paced environment.

Position occasionally requires ability to travel to offsite locations for project installations.

Full time with benefits including health insurance and paid time off
Pay DOE, range of $25.50 to $37.50 hourly
Must like dogs

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