Client Services Coordinator

Halcyon; Greater London; On-site; GBP 32,000 - 42,000; Full time

Job summary

Halcyon seeks a Client Services Coordinator to support our Art Consultants at Halcyon Gallery in Central London. This full-time, on-site role requires coordinating between Operations, Creative, Sales, and Accounts to maximise opportunities and ensure smooth client transactions.

The ideal candidate has 3+ years in client services or coordination, excellent communication, strong English skills, and highly organized multitasking ability.

Qualifications

• Strong coordination or Client Services experience (3+ years).
• Excellent communication and interpersonal skills.
• Very strong English language skills, both written and verbal.

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

Skills

Coordination/Client Services

Communication

English Proficiency

Team Player

Attention to Detail

Multi-tasking

Microsoft Office

Tools

Microsoft Office

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.

Please note that due to the volume of applications we receive we are unable to respond to individual queries. If you have not been contacted by us after one week please assume your application has been unsuccessful.