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receptionist gallery coordinator

Sotheby's

<div>
 
 About Sotheby's
 
 
 
 Established in 1744, Sotheby&rsquo;s is the world&rsquo;s premier destination for art and luxury. Sotheby&rsquo;s promotes access to and ownership of exceptional art and luxury objects through auctions and buy-now channels including private sales, e-commerce and retail. Our trusted global marketplace is supported by an industry-leading technology platform and a network of specialists spanning 40 countries and 70 categories which include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits, and Design, as well as collectible cars and real estate. Sotheby&rsquo;s believes in the transformative power of art and culture and is committed to making our industries more inclusive, sustainable and collaborative.
 
 
 
 RESPONSIBLITIES
 
 
 
 
 Front Desk &amp; Client Relations
 
 
 
 <ul>
 <li>
 Greet and welcome all visitors in a courteous and professional manner
 </li>
 <li>
 Answer incoming phone calls and emails, directing inquiries appropriately
 </li>
 <li>
 Manage appointment scheduling and meeting room bookings
 </li>
 <li>
 Provide general information about exhibitions, artists, and gallery services
 </li>
 <li>
 Maintain a high standard of customer service at all times
 
 
 </li>
 </ul>
 
 Gallery Operations
 
 
 
 <ul>
 <li>
 Ensure the reception and gallery spaces are tidy, presentable, and organized
 </li>
 <li>
 Work closely with specialists on the display and presentation of property in gallery vitrines, ensuring items are properly arranged and maintained to the highest standards
 </li>
 <li>
 Manage all gallery display materials and maintain accurate inventory, ensuring full readiness for exhibition setups and window displays at all times
 </li>
 <li>
 Monitor visitor flow and assist with exhibition logistics
 </li>
 <li>
 Support exhibition installations, events, and private viewings when required
 </li>
 <li>
 Manage and obtain all delivery permits for exhibitions and events logistics
 </li>
 <li>
 Assist with arranging and supervising contractors and suppliers during gallery activities
 </li>
 <li>
 Coordinate with internal teams on daily operational matters
 
 
 </li>
 </ul>
 
 Shipping &amp; Logistics Coordination
 
 
 
 <ul>
 <li>
 Coordinate domestic and international shipments of consignments and gallery materials
 </li>
 <li>
 Obtain and compare shipping quotes from approved carriers and service providers
 </li>
 <li>
 Prepare and manage all shipping documentation including commercial invoices, packing lists and customs paperwork
 </li>
 <li>
 Liaise with freight forwarders, customs brokers, couriers and internal departments to ensure timely deliveries
 </li>
 <li>
 Track shipments and provide regular status updates to internal teams and clients
 </li>
 <li>
 Ensure compliance with import/export regulations and company procedures
 </li>
 <li>
 Coordinate interoffice transfers and exhibition-related logistics
 </li>
 <li>
 Maintain accurate shipping records and logistics files
 </li>
 <li>
 Troubleshoot shipment issues and manage last-minute logistics requirements
 
 
 </li>
 </ul>
 
 Administrative &amp; Financial Support
 
 
 
 <ul>
 <li>
 Ensure client lists are accurate and up to date for mailings, invitations, and engagement activities, in coordination with the Head of Office
 </li>
 <li>
 Maintain Gallery visitor logs and internal records
 </li>
 <li>
 Process office and vendor POs &amp; invoices, ensuring correct documentation and approvals
 </li>
 <li>
 Follow up on payments with internal finance teams and external vendors
 </li>
 <li>
 Maintain organized records of all invoices, purchase orders, and related paperwork
 </li>
 <li>
 Handle incoming and outgoing mail and deliveries
 </li>
 <li>
 Coordinate couriers, suppliers, and service providers
 </li>
 <li>
 Ensure the MENA events calendar and team holiday schedule are kept accurate and up to date
 
 
 </li>
 </ul>
 
 Facilities &amp; Maintenance Management
 
 
 
 <ul>
 <li>
 Ensure that all gallery equipment and systems are fully functional, including lighting, air conditioning, CCTV, and telephone systems
 </li>
 <li>
 Coordinate and monitor yearly maintenance contracts for all essential equipment and service providers
 </li>
 <li>
 Liaise with building management and external contractors for repairs or servicing
 </li>
 <li>
 Report any technical or maintenance issues promptly and follow through to resolution
 
 
 </li>
 </ul>
 
 Health, Safety &amp; Security
 
 
 
 <ul>
 <li>
 Follow gallery security procedures and visitor protocols
 </li>
 <li>
 Monitor public areas and report any issues promptly
 </li>
 <li>
 Ensure compliance with company Risk Management and Security policies and procedures
 
 
 </li>
 </ul>
 To view our
 
 Candidate Privacy Notice
 
 for the US, please
 
 click here
 
 
 .
 
 
 
 To view our
 
 Candidate Privacy Notice
 
 for the UK, Hong Kong, France and Switzerland, please
 
 click here
 
 
 .
 
 
 
 
 
 The Company is an equal opportunity employer and considers all applicants for employment without regard to race (including, without limitation, traits historically associated with race, such as natural hair, hair texture, and protective and treated or untreated hairstyles), color, creed, religion, sex, sexual orientation, marital or civil partnership/union status, national origin, age, disability, pregnancy, genetic predisposition, genetic information, reproductive health decision, sexual orientation, gender identity or expression, alienage or citizenship status, domestic violence victim status, military or veteran status, or any other characteristic protected by federal, state/province or local law. The Company complies with applicable state and local laws prohibiting discrimination in employment in every jurisdiction in which it operates.
 
 
</div>

Receptionist & Gallery Coordinator

<div><div>ABOUT SOTHEBY'S

Established in 1744, Sotheby's is the world's premier destination for art and luxury. Sotheby's promotes access to and ownership of exceptional art and luxury objects through auctions and buy-now channels including private sales, e-commerce and retail. Our trusted global marketplace is supported by an industry-leading technology platform and a network of specialists spanning 40 countries and 70 categories which include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits, and Design, as well as collectible cars and real estate. Sotheby's believes in the transformative power of art and culture and is committed to making our industries more inclusive, sustainable and collaborative.</div>
RESPONSIBLITIES

Front Desk &amp; Client Relations
<ul>
<li>Greet and welcome all visitors in a courteous and professional manner</li>
<li>Answer incoming phone calls and emails, directing inquiries appropriately</li>
<li>Manage appointment scheduling and meeting room bookings</li>
<li>Provide general information about exhibitions, artists, and gallery services</li>
<li>Maintain a high standard of customer service at all times</li>
</ul>
Gallery Operations
<ul>
<li>Ensure the reception and gallery spaces are tidy, presentable, and organized</li>
<li>Work closely with specialists on the display and presentation of property in gallery vitrines, ensuring items are properly arranged and maintained to the highest standards</li>
<li>Manage all gallery display materials and maintain accurate inventory, ensuring full readiness for exhibition setups and window displays at all times</li>
<li>Monitor visitor flow and assist with exhibition logistics</li>
<li>Support exhibition installations, events, and private viewings when required</li>
<li>Manage and obtain all delivery permits for exhibitions and events logistics</li>
<li>Assist with arranging and supervising contractors and suppliers during gallery activities</li>
<li>Coordinate with internal teams on daily operational matters</li></ul> 


Shipping &amp; Logistics Coordination
<ul>
<li>Coordinate domestic and international shipments of consignments and gallery materials</li>
<li>Obtain and compare shipping quotes from approved carriers and service providers</li>
<li>Prepare and manage all shipping documentation including commercial invoices, packing lists and customs paperwork</li>
<li>Liaise with freight forwarders, customs brokers, couriers and internal departments to ensure timely deliveries</li>
<li>Track shipments and provide regular status updates to internal teams and clients</li>
<li>Ensure compliance with import/export regulations and company procedures</li>
<li>Coordinate interoffice transfers and exhibition-related logistics</li>
<li>Maintain accurate shipping records and logistics files</li>
<li>Troubleshoot shipment issues and manage last-minute logistics requirements</li></ul> 


Administrative &amp; Financial Support
<ul>
<li>Ensure client lists are accurate and up to date for mailings, invitations, and engagement activities, in coordination with the Head of Office</li>
<li>Maintain Gallery visitor logs and internal records</li>
<li>Process office and vendor POs &amp; invoices, ensuring correct documentation and approvals</li>
<li>Follow up on payments with internal finance teams and external vendors</li>
<li>Maintain organized records of all invoices, purchase orders, and related paperwork</li>
<li>Handle incoming and outgoing mail and deliveries</li>
<li>Coordinate couriers, suppliers, and service providers</li>
<li>Ensure the MENA events calendar and team holiday schedule are kept accurate and up to date</li></ul> 


Facilities &amp; Maintenance Management
<ul>
<li>Ensure that all gallery equipment and systems are fully functional, including lighting, air conditioning, CCTV, and telephone systems</li>
<li>Coordinate and monitor yearly maintenance contracts for all essential equipment and service providers</li>
<li>Liaise with building management and external contractors for repairs or servicing</li>
<li>Report any technical or maintenance issues promptly and follow through to resolution</li>
</ul>
Health, Safety &amp; Security
<ul>
<li>Follow gallery security procedures and visitor protocols</li>
<li>Monitor public areas and report any issues promptly</li>
<li>Ensure compliance with company Risk Management and Security policies and procedures</li></ul><div> 
To view our Candidate Privacy Notice for the US, please click here.

To view our Candidate Privacy Notice for the UK, Hong Kong, France and Switzerland, please click here.

The Company is an equal opportunity employer and considers all applicants for employment without regard to race (including, without limitation, traits historically associated with race, such as natural hair, hair texture, and protective and treated or untreated hairstyles), color, creed, religion, sex, sexual orientation, marital or civil partnership/union status, national origin, age, disability, pregnancy, genetic predisposition, genetic information, reproductive health decision, sexual orientation, gender identity or expression, alienage or citizenship status, domestic violence victim status, military or veteran status, or any other characteristic protected by federal, state/province or local law. The Company complies with applicable state and local laws prohibiting discrimination in employment in every jurisdiction in which it operates.</div></div>

GV Travel And Tourism LLC

About the CompanyGallery Vision Media is a Dubai-based media production company and the creative extension of Gallery Vision, a globally recognized independent music distribution network founded in 2003. With nearly two decades of experience in the global digital entertainment ecosystem, Gallery Vision has supported thousands of artists, labels, and creators worldwide through music distribution, publishing, and digital rights management across major streaming platforms.Gallery Vision Media was established in Dubai to meet the growing visual communication needs of modern brands, entrepreneurs, and content creators. As a full-service media production studio, we specialize in high-quality video production, brand storytelling, commercial advertisements, product videography, social media content, podcasts, studio productions, and event coverage.Job DescriptionWe are looking for a dynamic and results-driven Business Development Executive to help expand our client base and generate new business opportunities for our media production and digital services.Key Responsibilities<ul><li>Identify and develop new business opportunities for media production and digital marketing services</li><li>Approach potential clients including businesses, brands, entrepreneurs, and startups</li><li>Conduct client meetings, presentations, and service demonstrations</li><li>Build and maintain strong client relationships</li><li>Prepare proposals, quotations, and negotiate business deals</li><li>Follow up with leads and convert prospects into long-term clients</li><li>Maintain client records and update business development reports</li><li>Achieve monthly sales targets and contribute to company growth</li></ul>Requirements<ul><li>Fluency in Malayalam and English is mandatory</li><li>Hindi is an advantage</li><li>Previous experience in sales, marketing, or business development preferred</li><li>Experience in media, advertising, marketing, or creative industries is a plus</li><li>Strong communication, negotiation, and presentation skills</li><li>Self-motivated, confident, and target-driven</li><li>Basic understanding of media production or digital marketing services is an advantage</li></ul>What We Offer<ul><li>Competitive salary + attractive commission structure</li><li>Opportunity to grow within a creative and fast-growing media company</li><li>Professional and collaborative work environment</li><li>Exposure to diverse brands, businesses, and creative projects</li></ul>How to ApplyInterested candidates can apply through Indeed.Gallery Vision Media LLC Al Qusais - Dubai - United Arab EmiratesJob Types: Full-time, PermanentPay: AED2,500.00 - AED4,000.00 per monthWork Location: In person

Business Development Executive

Growth Tech

Job Title: Receptionist Supervisor &ndash; Dental ClinicLocation: United Arab EmiratesEmployment Type: Full-timeJob Summary:We are seeking a highly organized and experienced Receptionist Supervisor to join our dental clinic team. The ideal candidate will have prior experience in managing front-desk operations in a dental clinic setting and possess strong leadership and customer service skills. Candidates with their own UAE visa will be given preference.Key Responsibilities:<ul><li>Supervise and manage the daily activities of the reception/front desk team.</li><li>Ensure excellent patient service, handling inquiries, appointments, and complaints efficiently.</li><li>Oversee appointment scheduling and manage patient flow to maximize operational efficiency.</li><li>Maintain accurate patient records and ensure confidentiality in compliance with clinic policies.</li><li>Train, mentor, and evaluate front desk staff performance.</li><li>Coordinate with dental and administrative teams to ensure smooth clinic operations.</li><li>Handle billing, payment processing, and coordination with insurance providers if applicable.</li><li>Prepare reports on clinic performance, patient satisfaction, and operational efficiency.</li><li>Ensure the reception area is clean, organized, and professional at all times.</li></ul>Requirements:<ul><li>Proven experience as a receptionist, front desk coordinator, or supervisor in a dental clinic.</li><li>Strong leadership, organizational, and communication skills.</li><li>Familiarity with clinic management software and appointment systems.</li><li>Excellent interpersonal skills and ability to handle challenging situations professionally.</li><li>Knowledge of UAE healthcare regulations and dental clinic protocols is preferred.</li><li>Candidates with their own UAE visa are highly preferred.</li></ul>Qualifications:<ul><li>Minimum high school diploma; Diploma or Bachelor&rsquo;s degree in healthcare administration or related field is a plus.</li><li>Minimum 2-3 years of experience in a supervisory role in a dental or medical clinic.</li><li>Fluency in English; knowledge of Arabic is an advantage.</li></ul>Benefits:<ul><li>Competitive salary and performance incentives.</li><li>Health insurance coverage.</li><li>Professional development opportunities.</li><li>Friendly and supportive work environment.</li></ul>Job Types: Full-time, PermanentPay: AED4,000.00 - AED4,500.00 per monthApplication Question(s):<ul><li>Do you have own visa?</li><li>How many years of experience you have with dental clinic?</li><li>what is your expected salary?</li><li>Are you proficient with clinic management or appointment scheduling software? If yes, which systems have you used?</li><li>Your nationality? </li></ul>Work Location: In person

Receptionist Supervisor

Thomsun Industries

The Receptionist cum Coordinator is responsible for managing front desk operations while providing comprehensive administrative support. This role involves handling documentation, coordinating office processes, maintaining records, and ensuring smooth day-to-day administrative functions. The position requires strong communication skills, attention to detail, and the ability to multitask efficiently.Key ResponsibilitiesFront Desk &amp; Reception DutiesGreet and welcome visitors in a professional and courteous manner.Manage incoming calls, emails, and inquiries; direct them to the appropriate departments.Maintain the reception area, ensuring it is clean, organized, and presentable.Handle courier services, incoming/outgoing mail, and deliveries.Project Coordination &amp; Support ResponsibilitiesCoordinate with the Projects, Sales, and Technical teams for day-to-day project-related administrative support.Assist in the preparation, tracking, and submission of project submittals, documents, and correspondence as per project requirements.Maintain and update project files, trackers, and records, ensuring all documents are properly filed and easily retrievable.Follow up with internal departments and external parties (clients, consultants, vendors) on submittals, approvals, and documentation status.Support project teams by coordinating meetings, site visit schedules, and documentation deadlines.Ensure timely circulation of project-related documents and maintain version control.Assist in preparing project reports, status updates, and basic documentation as required by management.Maintain confidentiality and accuracy of all project-related information.Skills &amp; CompetenciesStrong verbal and written communication skills.Excellent organizational and time-management abilities.Attention to detail and accuracy in documentation.Ability to multitask and prioritize workload.Professional appearance and customer-focused attitude.Qualifications &amp; ExperienceBachelor&rsquo;s degree or diploma in Administration, Business, or a related field preferred.0&ndash;3 years of experience in a receptionist or administrative role.Proficiency in MS Office (Word, Excel, Outlook).Experience handling documentation and office processes is mandatory.Job Type: Full-timePay: AED2,500.00 - AED3,500.00 per monthWork Location: In person

Receptionist cum coordinator

DESIGNSMITH INTERIORS LLC

Role PurposeThe Receptionist is responsible for managing front desk operations and acting as the first point of contact for clients, visitors, vendors, and internal teams. The role ensures smooth communication flow, professional office coordination, and disciplined handling of calls, emails, stationery, and administrative tasks.This role focuses on professional communication, organization, and consistency, ensuring the office functions efficiently on a day-to-day basis.Works closely with: Management, Project Teams, HR, Vendors, and ClientsShould be proficient in HindiOversees and Manages:<ul><li>Front desk operations</li><li>Incoming and outgoing communication</li><li>Office stationery and basic administration</li></ul>Key Role Identity<ul><li>First point of contact, not gatekeeper</li><li>Communicator, not message dropper</li><li>Coordinator, not task avoider</li><li>Professional representative of the company</li></ul>Key Responsibilities1. Front Desk &amp; Client Handling<ul><li>Greet and welcome clients, consultants, and visitors professionally</li><li>Manage visitor entries, appointments, and meeting coordination</li><li>Maintain a presentable and disciplined reception area</li></ul>2. Communication Management (Mandatory)<ul><li>Answer, screen, and direct incoming phone calls efficiently</li><li>Handle official emails, inquiries, and correspondence</li><li>Ensure accurate communication between:</li><li>Management</li><li>Project and site teams</li><li>Vendors and clients</li><li>Follow up on messages to ensure closure</li></ul>3. Office &amp; Stationery Management<ul><li>Monitor and manage office and site stationery requirements</li><li>Maintain stock levels and raise purchase requests on time</li><li>Coordinate pantry and basic office supplies</li></ul>4. Mail &amp; Courier Coordination<ul><li>Receive, record, and distribute incoming mails and couriers</li><li>Arrange outgoing couriers and maintain dispatch records</li><li>Coordinate document movement between office and sites</li></ul>5. Administrative Support<ul><li>Support Admin and HR teams with daily office coordination</li><li>Assist in filing, scanning, record keeping, and documentation</li><li>Maintain registers and basic office records</li></ul>Key Competencies &amp; Experience<ul><li>2&ndash;5 years&rsquo; experience as a Receptionist or Front Office Executive</li></ul>(construction or contracting industry preferred)<ul><li>Strong verbal and written communication skills (mandatory)</li><li>Proficiency in MS Office (Word, Excel, Outlook)</li><li>Professional appearance and client-handling skills</li><li>Strong organizational and multitasking ability</li><li>Ability to work in a fast-paced construction office environment</li></ul>Job Type: Full-timePay: AED3,000.00 - AED4,000.00 per monthApplication Question(s):<ul><li>Please share your current Salary</li><li>Please share your expected Salary</li><li>Please share your notice period</li><li>Please share your total experience</li><li>Please rate your Hindi in language skill out of 10</li></ul>Work Location: In person

Receptionist

Fotoart

ArtPlus is a premium fine art printing and custom d&eacute;cor gallery in Dubai. We specialize in canvas printing, acrylic, wallpaper, metal, glass, and custom artwork solutions for residential and corporate projects.Job OverviewWe are looking for an experienced Graphic Designer who has strong knowledge of print design and large-format artwork preparation. The ideal candidate should understand color accuracy, high-resolution design, and print-ready file preparation.Key Responsibilities<ul><li>Create artwork for canvas, acrylic, wallpaper, and other print materials</li><li>Prepare print-ready files (correct size, bleed, CMYK, high resolution)</li><li>Ensure color accuracy and quality before production</li><li>Edit, retouch, and enhance images when required</li><li>Work closely with the production team and sales team</li><li>Handle multiple design projects efficiently</li></ul>Requirements<ul><li>3+ years of experience in graphic design</li><li>Strong skills in Adobe Photoshop and Illustrator</li><li>Experience in large-format printing is a plus</li><li>Good understanding of print production and color management</li><li>Attention to detail</li><li>Ability to meet deadlines</li></ul>Preferred<ul><li>Experience in fine art printing or interior d&eacute;cor projects</li><li>Knowledge of UV printing</li><li>Basic photo retouching skills</li></ul>How to ApplyPlease send your CV and portfolio with samples of print design work.Job Type: Full-timePay: AED3,000.00 - AED4,000.00 per monthExperience:<ul><li>graphic designer: 3 years (Required)</li><li>Adobe illustrator: 2 years (Required)</li><li>Adobe Photoshop: 2 years (Required)</li></ul>Work Location: In person

Graphic Designer

Explore 177+ Receptionist gallery coordinator in Dubai this March. Find roles across top companies and apply now to boost your career.

177 receptionist gallery coordinator jobs In Dubai

Receptionist & Gallery Coordinator

Receptionist & Gallery Coordinator

Business Development Executive

Receptionist Supervisor

Receptionist cum coordinator

Receptionist

Graphic Designer