Client Services Coordinator

Halcyon; City Of London; On-site; GBP 30,000 - 42,000; Full time

Job summary

Halcyon Gallery in Central London is seeking a Client Services Coordinator to support our Art Consultants and ensure seamless client interactions. This full-time, on-site role reports to the Retail Director and sits at the hub between Operations, Creative, Sales and other teams to maximise opportunities.

You will track client transactions, monitor progress, coordinate with stock and accounts, and assist with invoicing while maintaining accurate records.

Qualifications

• 3+ years of client services or coordination experience.
• Excellent written and spoken English.
• Strong organisational skills and attention to detail.
• Ability to manage multiple priorities.
• Proficient in Microsoft Office.
• Team player with effective communication.

Responsibilities

• Track and manage client transactions and follow ups.
• Coordinate with Sales, Stock and Accounts teams.
• Arrange sales presentations with Creative team.
• Prepare invoices and monitor payment status.
• Produce reports and meeting materials.
• Maintain accurate records and filing.
• Identify opportunities to improve internal workflows.

Skills

Client Services

Coordination

Communication

English proficiency

Organisational skills

Numerical accuracy

Multitasking

MS Office

Job description

Job Description

Position Title: Client Services Coordinator

Reporting To: Retail Director

Full time, permanent

Location: Halcyon Gallery, Central London (5 days per week On-site)

Purpose of the Role

The role sits at a critical juncture, advising and supporting our Art Consultants in order for them to execute successfully with clients. This team is the centre point for client activity, and requires coordination between Operations, the Creative team, the Sales team, and other teams as necessary, to ensure we maximise all opportunities.

Key Responsibilities

Track and follow up on client transactions

Monitor transaction progress and resolve bottlenecks

Track artwork availability, reservations, and stock status

Arranging sales presentations with the Creative team

Coordinate with stock teams on artwork movement

Assist with invoicing preparation and liaise with Accounts

Monitor payment status and support query resolution

Prepare reports, documents, and meeting materials

Maintain accurate filing and database records

Identify and improve internal workflows across departments

Measures of Succcess

Accurate and timely completion of client-related tasks

Smooth coordination between Sales, Stock, and Accounts

Efficient invoicing and payment processes

Strong organisation and visibility across active transactions

Professional and responsive communication

Key Skills & Experience

Strong coordination or Client Services experience (3+years)

Excellent communication and interpersonal skills

Very strong English language skills, both written and verbal

Team player

Highly organised with strong attention to detail

Strong numerical accuracy

Ability to manage multiple priorities

Proficiency in Microsoft Office

Advantageous but not essential:

Additional languages

Interest in the Art Market

All candidates must have the right to work in the UK, please note that we are unable to provide visa sponsorship.