We are on the hunt for a Temporary Registrar for an established art gallery in New York. The Registrar will be reporting to the Head of Operations based in New York and Senior Client Services Registrar based in UK.
Main objectives:
Client Services NY, Art Fairs (US based activity & supporting UK based Art Fair team), Inventory (secondary contact).
The role:
The role will be a key part of the global Client Services and Art Fairs departments, one which requires a high level of organisation with a keen eye for detail along with the ability to multitask complexity with attention to time- sensitivity. The successful candidate must be an excellent communicator, who excels in a fast-paced environment with prior experience of working in a similar role. The role will be responsible for the safe, professional delivery and installation of sold art works to clients worldwide, providing support to the wider Client Services team, when necessary, with ad-hoc administrative projects. This role will also provide cover for the gallery’s Art Fair logistics – liaising with Head of Art Fairs, Artist Managers and Technical teams, to include, but not limited to – collation of shipping paperwork, sourcing insurance documents where necessary, delivery of global and local shipping to/from fairs and any related off-site projects. In addition, the successful candidate will need to support the gallery’s inventory management function as the secondary key contact for the US team. Key duties to include:
Client Services:
- Co-ordinate the safe, timely delivery and installation of sold artworks worldwide for the New York Sales team.
- Liaise closely with the global Technical and Artist Manager/Sales teams, as well as external vendors, to deliver a professional and efficient post-sales service to our global clientele.
- Adhere to UK, US & wider global customs requirements on shipment of sold artworks – including HMRC (UK) and Wayfair (US) rules.
- Maintain and archive shipping documents including bills of lading and customs paperwork.
- Liaise with the Finance team to help ensure correct internal invoicing tax/VAT status on sales, particularly for artworks under UK or European customs.
Art Fairs (US):
- Ensure all aspects of art fair administration, logistics in and out are effectively managed and orchestrated. To include site visits, packing, insurance, shipping (inbound/outbound) in support of the gallery’s art fair program, with a focus on US based activity.
- Support Head of Art Fairs with fair preparations including organising lists and spreadsheets, obtaining estimates for shipping planning and updating budgets accordingly.
- Work closely with global Art Fair team, Artist Managers, Artist studios and estates, art handlers and shippers, and gallery technical team to coordinate safe packing, storage, and movement of artworks.
Other duties
- Accurate management of gallery inventory- inputting, monitoring, and maintaining artwork records within the gallery database. Support inventory NY requests by ensuring records are consistent, up-to- date and accurate at all times.
- Timely processing of related supplier invoices via the gallery’s invoicing platform, Concur.
- Complete general departmental admin and registrarial project work as required.
- Support Head of Global Registration with ad hoc projects and admin as required.
Skills and attributes to include:
- Proficient knowledge of US Customs, Global TA/Bond and UK/Intl. VAT and Customs procedures.
- Proven organisational skills with an ability to prioritise, multi-task and work to tight deadlines, all the while remaining calm under pressure.
- Conscientious with the ability to manage a busy and high-volume workload.
- Excellent communication skills.
- Excellent attention to detail and accuracy.
- Ability to work collaboratively and as a team player.
- Strong IT skills, particularly in the use of gallery database/inventory systems.
- Proficiency in Word, Excel and Adobe preferred but not essential.
- Minimum 2 years relevant registrar and/or logistics experience.
- Degree in Fine Arts and/or Art History preferred but not essential.
Salary: $30-$35 per hour
Schedule: Full-time, 40 hours per week
Type of Contact: Maternity cover, 6 months minimum