Our client is seeking a highly organised and detail-oriented Registrar to join their team. This role is responsible for all internal and external gallery logistics related to shipping, storage, and exhibition coordination. The ideal candidate will have an interest in art and design and be experienced in art and design handling and transport; database management; client communications and exhibition changeover coordination, with a sharp attention to detail for accuracy and efficiency.
Key Responsibilities:
Shipping & Logistics:
- Oversee all incoming and outgoing shipments of art and design works, both domestically and internationally.
- Lead logistics and coordination for all gallery exhibitions and fairs.
- Liaise with shipping agents and customs for all art fair and exhibition logistics.
- Manage communications with internal and external contractors and shipping agents.
- Obtain, compare, and negotiate competitive shipping quotes; summarise options for the sales team.
- Assist with physical setup and takedown of exhibitions.
- Cross-check shipping invoices with quotes and maintain an up-to-date shipping calendar.
- Track and organise all internal and external shipping costs.
- Ensure compliance with HMRC export regulations.
- Create detailed condition reports.
Post-Sale Client Liaison:
- Coordinate post-sale shipping logistics and communication once a sale is finalised.
- Prepare all necessary documentation for client shipments, including customs forms and proof of export.
- Provide clients with installation guides, care instructions, and Certificates of Authenticity.
- Review and approve shipping-related invoices in coordination with Accounts.
Storage Management:
- Act as the primary point of contact for gallery’s main storage facility.
- Maintain a strong working relationship with the storage provider to ensure competitive pricing.
- Track storage costs and inventory movement; schedule and attend physical inventories at our London-based warehouse as needed.
Database Management (Artlogic):
- Maintain accurate and up-to-date records related to dimensions, crating, location, and shipping details.
- Create and update installation and dismantling guides.
- Track and manage artist samples.
Insurance
- File and manage insurance claims related to transit or damage.
- Oversee annual insurance policy renewals.
Qualifications:
- Minimum 2 years’ experience in registrar, logistics, or art handling roles within a gallery, auction house, or museum setting.
- Proven knowledge of UK and international shipping regulations and documentation, including HMRC.
- Strong familiarity with Artlogic or similar gallery databases.
Person Specification // Soft Skills:
- Excellent attention to detail, time management, and problem-solving skills.
- Confident communicator, able to liaise professionally with artists, clients, vendors, and institutions.
- Comfortable working in a fast-paced, collaborative environment with a hands-on approach during exhibition changeovers and fairs.
- Comfortable delegating tasks to and training gallery assistants.
Location: Mayfair, London, UK
Reports to: Gallery Directors / Owners
Type: Full-Time, onsite with some flexibility (a WFH day once a week)
Salary: £28k – £38k