Vacancy for Exhibitions Coordinator

The Exhibitions Coordinator works within the Exhibitions team, and reports to the Exhibition Project Manager. The role involves a broad range of responsibilities, from administrative tasks to working on site supporting exhibition installations at the museum and, as required, at tour venues.

Job description

This role will suit an individual with exceptional administrative skills, gained through working in a museum or gallery environment, and ideally with experience of museum practices relating to the transport, handling and installation of objects. An excellent communicator and problem solver, the post holder will need strong organisational skills, great time management, and the ability to adapt to a wide variety of challenges.

Manage exhibition and touring files and documentation such as object and packing lists.

• Manage and maintain all loan documentation, including liaison with lenders, sending out loan requests and Loan Agreement forms.
• Assist with the research for potential tour venues keeping meticulous records of approaches and compiling information packs for venues.
• Producing the touring e-bulletin, creating and updating tour proposals and maintaining the touring online presence on the museum website and other platforms.
• Issue insurance/Government Indemnity certificates as required and administer insurance requirements across Kensington and touring exhibitions.
• Raise purchase orders, expense claims and assist with budget management for Kensington and touring exhibitions.
• On occasion lead on the planning, installation and maintenance of smaller museum displays.

  Maintain databases such as CRM.

• Set up and minute key project and design meetings.
• Assist with the coordination of adapting an exhibition for tour, e.g. exhibition design.

Transport, installation and interpretation

• Obtain transport quotes, and liaise with lenders and transport companies to co-ordinate the delivery of exhibits to and from the museum and to touring venues
• Ensure procedures are adhered to for the receipt and dispatch of exhibits
• Maintain customs paperwork and provide information for customs import and export, ensuring that the museum complies with Government regulations on the use of temporary import facility and export licensing requirements
• Manage condition reporting procedures
• Assist with the sourcing of materials and equipment such as AV, lighting, props etc
• Co-ordinate proofing and editing stages for exhibition interpretation
• Assist during the installation of exhibitions, including liaising with technicians, conservators and couriers, and supporting Exhibition Manager to oversee packing and unpacking
• Act as a museum courier, overseeing installations at tour venues
• Manage the de-installation of exhibitions

General

• Rolling ‘Department Champion’ responsibilities shared with other colleagues such as: Volunteer Champion, Best Museum Practise Champion, Health and Safety Champion
• Ensure excellent internal and external communication, liaising with other museum departments and external partners as required
• Work with and support volunteers to ensure their full integration into the museum