Job Description

We are seeking a detail-oriented and proactive

Admin & Accounts Executive

to support the management, documentation, and logistics of artworks for exhibitions, art fairs, and client deliveries. The role involves coordinating artwork movements, ensuring proper documentation, and maintaining up-to-date records.

Key Responsibilities:

Gather shipping estimates, coordinate with keyholders and artists making new work Work closely with warehouse manager on packing requirements for all works Assist with photo-taking and keeping records Prepare inspection/visual check reports on movement of artwork Creating accurate shipping documentation, ensuring that correct export / import procedures are met Ensure accuracy of customs status Work closely with keyholders to input costs and timeliness for all upcoming projects as well as ensure all project costs and timeliness are adhered to at all times Liaise with Clients on obtaining information for the delivery and installation of artworks after sales Liaise between the Gallery team and art fairs organizers on requirements Recording financial transactions, managing accounts payable and receivable, processing payroll, reconciling bank statements, and preparing financial reports and tax forms Handle ad-hoc assignments when required

Requirements:

Diploma or above. Previous experience in bookkeeping will be strongly considered. Customs Competency Test for Declarants certification (SC 401) is preferred. 1-2 years of experience in logistics industry. Strong organizational skills with attention to detail. Proficiency in MS Office applications. FileMaker experience is an advantage. * A proactive, adaptable, and team-oriented mindset.