Fair Coordinator

Who We Are

Job Description

Key Responsibilities

Sales & Database

• Manage and maintain the CRM database, including bulk updates, re-tiering, and creating/updating fair participation sales records (notes, sales status, and related information).
• Ensure gallery contact information is accurate and up to date.
• Maintain detailed records of gallery participation in external fairs.
• Generate and export sales reports as required.
• Prepare targeted contact lists for sales trips and mail merges.
• Manage sales trip mail merges, track and respond to replies, conduct follow-ups, and coordinate meeting bookings.
• Coordinate and manage travel bookings for the sales team, including flights and accommodation arrangements.
• Schedule post-fair feedback calls with galleries.
• Conduct cold outreach to galleries to arrange sales meetings and support follow-up communications.

Gallery Content & Communications

• Coordinate with participating galleries to ensure timely submission of all required content and materials, providing guidance on specifications, deadlines, and requirements.
• Process gallery PR & Marketing Forms, ensuring accuracy, tracking discrepancies, and liaising with galleries to resolve issues.
• Process Gallery Booth Highlights Forms, ensuring accuracy and following up on any inconsistencies.
• Maintain and manage artwork content records, including filing, editing, fact-checking, and requesting additional materials (images, copy, video) as needed.
• Track promotional restrictions and collaborate with the Marketing team to ensure accurate representation across all communications.
• Work closely with the Galleries and Marketing team to develop ad hoc content for external needs (e.g. tour routes, awards shortlists, and special projects).

Platform (Installations/Performances) & Film Program

• Process all Platform and Film proposal submissions.
• Support the Fair Director and sector curator in finalising artwork selections.
• Liaise with galleries to obtain missing information and required details.
• Confirm artwork selections with galleries and communicate next steps in collaboration with the Program Coordinator.
• Collaborate with the Marketing team on promotional content and update program pages on the website alongside the Program Coordinator.

Operations

• Provide administrative support to the Director of Exhibitor Operations and Operations Manager.
• Coordinate and manage external shipper schedules.
• Consolidate and manage vehicle passes for external shippers, suppliers, and contractors (pre-fair and on-site).
• Distribute the External Shipper Manual to all relevant parties.
• Coordinate distribution of access passes and wristbands for contractors, shippers, sponsors, staffing agencies, and organisers.
• Prepare and update operational materials, including manuals, FAQs, incident reports, booking forms, and floor plans.
• Assemble Welcome Packs and Artwork Release Forms, including document updates, printing, and collation.
• Arrange catering and food orders for on-site staff.
• Coordinate stationery and technical equipment orders.
• Organise and maintain the on-site organisers’ office.
• Manage the Exhibitors’ Information Desk during the fair.

Key Requirements

• Bachelor’s degree in a relevant field.
• Previous experience within an art fair, museum, gallery, or comparable arts or events environment.
• Highly organised with strong attention to detail and the ability to manage multiple priorities.
• Excellent interpersonal and communication skills, with the ability to engage effectively with a range of stakeholders.
• Strong computer literacy, with proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Must have the legal right to work in Singapore.