Production Coordinator- Exhibitions, Objects and Models
Communications | London, United Kingdom | Contract
This is a full time role for a fixed term of 12 months. Immediate start.
Producing at Heatherwick Studio is a team within the Communications Domain covering public presentation of the studio’s work in a variety of formats including print, digital, and exhibition as well as the production of design objects. Studio communications strategy determine the range of active projects.
Working directly with the Producer, the Production Coordinator will work across current exhibitions, objects and models work streams to coordinate all aspects of these areas undertaken by the Producing team. The key areas of work encompass:
Exhibitions and loans Objects Selected exhibition models
Key Responsibilities and Accountabilities:
- Coordinate the execution of studio exhibitions and act as the registrar for exhibition loans, ensuring accurate logging of objects as they leave and return to the studio.
- Coordinate transportation of objects including; packing, import/export and insurance aswell as all condition checks and reporting in tandem with borrowers and art handlers.
- Monitor and respond to exhibition enquiries and loan requests, keep records of all exhibitions the studio is featured in.
- Ensure excellent and safe standards for the installation and de-installation of works across all producing areas.
- Coordinate major exhibition projects including research support for external curators, coordination, logistics and finance.
- Coordinate with exhibition design teams to ensure studio exhibitions meet all programmatic and curatorial requirements.
- Creation of image artwork, film files and the supply of design information, specifications and materials to third parties for production.
- Provide accurate information relating to studio work and materials, and proof and fact check written information.
- Review artworks that are in the studio’s ownership and those in the care of external collections and work to arrange any necessary restoration work. Support museums, institutions and collectors with the long term care of studio created works.
- Work across various projects covering management of fabrication and production, logistics, marketing, sales support and finance.
- Coordinate project workflows; assign tasks and activities to meet deadlines; monitor progress against timelines; schedule meetings and reviews etc.
- Coordinate the outsourced making/production of the studio’s portfolio of objects, specifically edition artworks from production through to sale and customer collection, and the in-house production of models for marketing and display purposes.
- Work to continually improve the speed of delivery, financial affordability and quality of projects and be able to track and demonstrate this through project management data.
- Maintain the studio’s Access databases and documents for Objects stock and prototypes – these are detailed records which include provenance, photographic and descriptive accounts of the production of each piece, documentation of signatures, materials and dates. Encompass historical records, stock and archival materials.
- Recording and tracking budget spend, coordinating with making and design teams for brief stage, design reviews during the design of the model, and monitoring progress during production phase of models.
- Assist in the making team to support the production of models as required
- Arrange for cataloguing, photography, display and transportation of models on completion as necessary
- Maintain good relationships with a range of external partners and suppliers including fine art fabricators, art fairs, studio design and workshop teams; and shipping companies.
- As required, prepare stock, supplier, sales and other information for monthly progress meetings with Head of Communications.
- Contribute to improving insurance, liability, safety, CDM, project structures, timelines for the producing team.
- Arranging and scheduling meetings, preparation and follow up from internal and external reviews and meetings.
Marketing, communication and sales
- Be day-to-day liaison with the studio’s sales representative/commercial gallerist for the sale of limited edition studio pieces. Seek new opportunities for objects partnerships, sales and public presentation opportunities.
- Liaise with individual clients for the creation and delivery of any one-off commissions
- Liaise with manufacturers and brands on the marketing and sale of existing and new production items
- Manage stock levels for all live edition projects, arrange and manage viewings by potential clients and collectors.
- Liaise with manufacturers and brands on marketing activities for royalty generating projects.
- Work with studio event coordinator, sales representative and communications team for all sales events and activities and new object launches.
- Arrange for the safe storage and transportation of all the objects and stock.
- Track secondary market and artist resale rights for studio pieces. Obtain valuation and pricing research for gallery and production pieces as required.
- Support acquisition enquiries from museums for available and commissioned pieces
- Follow studio finance policies and procedures and implement the financial and project management and monitoring systems to ensure producing work adheres to studio budgets.
- Using approved templates prepare draft documents for finance team and PO for commission payments, collectors and other partners. Process POs and invoices and maintain records of all financial transactions.
- Maintain project budget spreadsheets for all projects up to date to ensure all transactions are logged and tracked
- Ensure that multiple quotes for new materials or services are obtained in order to benchmark costs and to assist in identifying and implementing savings that can be made in order to improve on projected profitability of objects and the producing team.
- Assist in the preparation of budgets and forecasts for existing and new artwork projects within Objects. Prepare cost information for pricing.
Skills and experience
- Experience delivering a range of creative projects – both clients and self-initiated.
- Previous experience of working in private gallery, auction house or artist studio or design company or Experience of managing fine art fabrication production for artist or designer.
- Excellent skills in creative project management, planning, scheduling and time management, budgeting and financial forecasting.
- In depth knowledge and understanding of the art market, the wider context of art and design history and in depth knowledge of museum and auction house working
- Good budgeting and financial forecasting.
- Demonstrable experience of managing and maintaining databases – preferably Access.
- Well-developed professional network and knowledge to liaise and maintain relationships with auction houses, collectors, museums and fabricators.
- Enthusiastic, resilient and tenacious
- Logical and adaptable
- Confident and good-natured
- Organised and methodical
- Reliable, with meticulous attention to detail