Exhibitions Senior Coordinator


Exhibitions Senior Coordinator

Reports to:

Warehouse421 (General) Manager
Public Programs Manager

Job Status:

Permanent, full-time, Sunday to Thursday, 9am to 5pm: 40 hours per week, plus some evening and weekend hours required.

Job Summary:

The Exhibitions Coordinator works alongside the (general) manager and the public programs manager ensuring the production and installation of every element of the exhibition is successfully delivered, to international museum standards, audience access, on time and to budget.

This role will suit an individual with previous project management experience in coordinating and delivering exhibitions, including proven track record of working with curators, designer and contractors bringing a display to life. The role will require an individual with a great sense of independence yet being able to coordinate a wide range of stakeholders through the project.


  • Assist in developing and executing a year-round calendar of exhibitions, events, activities, and initiatives from idea through evaluation;
  • In collaboration with senior management, internal and external partners, coordinate the smooth delivery of exhibitions ensuring that clear schedules are disseminated and adhered to by all parties;
  • Coordinate internal Project Team Meetings and ensure that exhibitions develop according to the exhibitions’ timeline and budget;
  • Oversee the development of 2D and 3D elements of exhibitions, making sure that Health and Safety and access requirements are met;
  • Manage tendering processes and, with the support of the (general) manager, deliver contractual agreements between Warehouse421 and service providers, including guest curators, designers and build contractors;
  • Oversee the coordination of loan agreements, object transport and insurance arrangements;
  • Manage the selection of contractors for exhibitions, factoring in suitability and cost efficiency for the project. Encourage sustainability wherever possible, recycling materials and re-using Warehouse421 kit where appropriate;
  • Work alongside the operations manager to ensure on-site teams are thoroughly briefed each day with regards tasks and exhibition activity;
  • Work alongside the operations manager to ensure Warehouse421 kit and storage spaces are well maintained;
  • Maintain meticulous budget records and work with the Finance Department as required to ensure budget administration is carefully managed;
  • Report budget activity to (general) manger and public programs manager;
  • Visit relevant exhibitions and events, establish and maintain contacts within the art community and liaise with professional colleagues;
  • Attend Warehouse421 events as required, which includes evening and weekend hours;
  • Meet weekly with Warehouse421 (general) manager;
  • Performing related duties and responsibilities as required.

Education and Work Experience:

  • Bachelor’s degree in Architecture, interior design, Art History, museum studies or a related field
  • A minimum of three years related work experience

Skills and Other Characteristics:

  • Meticulous attention to detail.
  • Strong organization and project management skills, ability to set priorities and handle many projects simultaneously.
  • Knowledge of museum administration, especially exhibitions.
  • Excellent written, verbal, and interpersonal communication skills.
  • Ability to maintain confidentiality.
  • Willingness to take on additional/varying responsibilities.
  • Proficiency with computer applications for word processing, presentations, databases, and spreadsheets, including Word, Excel, PowerPoint, Adobe Creative Cloud (Photoshop, Illustrator, InDesign), SketchUp
  • Excellent contacts and professional networks. Good knowledge of persons qualified and appropriate to deliver exhibitions and events
  • Knowledge of UAE and regional art and culture
  • Excellent organizational skills, flexibility and ability to work well in a team. Ability to set priorities and meet deadlines. Clear and articulate written and oral communication skills.
  • Proven ability to liaise at all levels within the institution and with other industry bodies, contractors, suppliers and customers.
  • Strive for excellence and detail orientation in all initiatives
  • Excel in staff management and interpersonal interaction, have keen listening skills, strong ability to guide others at differing levels of experience, and ability to teach and be taught by colleagues
  • Ability to thrive in a busy, fast-paced environment and be adept at juggling many projects at once
  • Flexible, fun, and collaborative personality
  • Appreciates and relentlessly pursues the high level of excellence required in all aspects of the operation of this public space
  • Flexible and able to handle unexpected situations and with meeting aggressive deadlines
  • Appreciation for aesthetics and design
  • Excellent written and verbal communication skills
  • Strong Microsoft Office (Word, Excel, PowerPoint, Outlook) and database skills
  • Excellent organization skills
  • Excellent research skills
  • Oral and written fluency in Arabic desired
  • Self-motivated
  • Ability to commit to a flexible work schedule, including occasional nights and weekends

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