Visitor Services Coordinator, Oakville Galleries

Oakville Galleries in Gairloch Gardens.

Visitor Services Coordinator

Hours and Days: 30–35 hours a week
During weeks of exhibition closure: 8–12 hours a week
Other additional hours may be: Saturday coverage and some evenings (events)
Salary Range: $22–25 an hour
Work Location: On-site, Oakville, ON

Reporting directly to the Deputy Director, the Visitor Services Coordinator plays a key role in building a welcoming experience at Oakville Galleries. The Visitor Services Coordinator focuses on developing an engaging visitor experience. They will also play a key role in the Galleries’ Membership Program, lead the Rentals Program, support our events, and provide assistance as needed within various areas of the organization.

The Coordinator works at our Gairloch Gardens location (1306 Lakeshore Road East) with occasional travel to our Centennial Square location (120 Navy Street). They are a key member of the operations team and serve as the main point of contact for all of Oakville Galleries’ visitor services’ needs.

Position Details & Responsibilities

Visitor Experience

Champions a progressive visitor experience and a welcoming environment for diverse audiences to enhance meaningful engagement with contemporary art.
Drives the collection and processing of visitor statistics and surveys, including membership and program registration statistics.
Greets, offers information, provides tours, and monitors gallery visitors.
Opens and closes the Galleries, with locking building(s) and setting alarms.
Monitors/maintains exhibitions by keeping the galleries in good shape, with targeted cleaning and replenishing gallery materials as necessary.
Encourages donations and new memberships from visitors.
Confirms tour and school program bookings and takes in queries by phone.
Supports event coordination, set up, facilitation, and tear down.

Front of House Operations and Administration

Manages the staff and volunteer rotas for Front of House. Devises and delivers relevant and effective training programs for casual FOH staff/volunteers.
Administrative/reception duties such as database entry, queries and bookings.
Coordinates FOH operations by maintaining, reviewing, and enhancing procedures in Procedural Handbook and ensuring procedures are followed.
Manages and develops the existing Volunteer Program.
Monitors incident reports, security issues, and exhibition equipment for the Curatorial department.
Liaises with the Curatorial department to fulfill exhibition environmental monitoring, and minor exhibition maintenance.
Updates informational signage in consultation with the team.
Fulfills reception responsibilities during regular operating hours and part-time during installation periods by responding to general inquiries by telephone and email, arranging and signing for deliveries, and performing other administrative duties as assigned.
Liaises with the Deputy Director to support operations and facilities services/vendors appointments and provide site access.

Retail and Facility Rental Programs

Manages Studio Rental Program by communicating with prospective and current facility rental clients, coordinating site visits, providing site access, and confirming facility rentals with clients.
Manages Studio Rental Database/Schedule/Budget, coordinates facility rental agreements and ensures payments for facility rental bookings.
Supports promotion and communications for our Studio rentals and other education / rental program offerings.
Manages studio needs: temperature, heat, cleanliness, supplies, schedule.
Responsible for merchandising the in-person shop, including optimizing retail displays and maintaining well-organized merchandise storage.
Maintains store processes and Square (retail software) online shop inventories.
Coordinates on-site and online retail by ensuring accurate cash handling, financial reconciliation, and inventory controls.
Manage any ticket sales and related databases, if necessary.
Cultivates relationships with wholesale distributors by keeping them up-to-date on available titles, negotiating prices, invoicing, and coordinating shipping.

Audiences, Membership, Patrons and Sponsorships

Supporting database management for Memberships, Patrons and Supporters.
Supporting management of membership, sponsor and patronage relationships.
Advocate, promote and grow our Membership program.
Provide updates on memberships to the Development Manager.
Produce new opportunities and events for members.
Answer membership queries as they arise.

To apply, please send a one page cover letter and cv as one PDF or Word document to employment@oakvillegalleries.com. Applications will be reviewed on an ongoing basis until March 14, 2025. Please note that only shortlisted candidates will be contacted.

Oakville Galleries is committed to equity, welcomes diversity, and hires based on merit. All qualified individuals, including individuals who identify as BIPOC, 2SLGBTQIA+, people with disabilities, and others from historically marginalized groups, are encouraged to apply. Please state in your application any accommodations you may require.

About Oakville Galleries

Oakville Galleries is a contemporary art museum located 30 km west of Toronto. Housed in two spaces—one alongside downtown Oakville’s library, and the other in a lakeside mansion and park—Oakville Galleries is one of Canada’s leading art institutions, presenting the work of emerging and established artists from across Canada and around the world. Placing artists at the center of its vision, Oakville Galleries strives to be a nationally and internationally leading museum for the presentation of contemporary art, delivering excellent, innovative exhibitions and generating new, invigorating ideas. Our dynamic, diverse and forward-thinking program produces significant positive social impact.

Oakville Galleries is located on Treaty Lands and Territory of the Mississaugas of the Credit First Nation and the traditional territory of the Huron-Wendat and the Haudenosaunee. As an institution, Oakville Galleries recognizes the importance of establishing and maintaining meaningful and respectful relationships with the original inhabitants and keepers of the land, and we are grateful for the opportunity to operate on this territory.

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