The art of the perfect fit

Registrar and Operations Assistant, Contemporary Gallery

Posted: 12.07.2022
Contract Type: Full-time
Job Type: Permanent
Location: London, UK
Job description:

We are working with a Contemporary Gallery in London to recruit a Registrar and Operations Assistant to join the team.

Responsibilities Include:

Operations Administration:

  • Assist gallery artists with practical requirements for projects they are working on
  • Responsibility for all internal and external exhibitions as well as art fairs, including providing Artist Liaisons with exhibition costs and creating install/de-install schedules
  • Assist with practical preparations for all gallery events and activities
  • Maintaining digital filing and archiving
  • Managing picture library and regularly updating database (ArtLogic) with contact and artwork information
  • Screening phone calls and transferring to the relevant person
  • Being responsible for the organisation of private views & events at the gallery
  • Ordering gallery supplies and managing the building/office, keeping the gallery tidy, organised and stocked with supplies (stationery, art supplies, cleaning) at all times

Shipping and Logistics

  • Responsible for condition reporting, care and maintenance of artworks across all locations
  • Organise shipping and logistics for all incoming and outgoing artworks
  • Oversee the organisation of framing of artwork
  • Organising photography of all artworks that are consigned to the gallery.
  • Compile condition reports and update artworks details in the gallery database
  • Oversee logistics relating to of the storage of artwork internally, at local storage facility and other 3rd party locations
  • Manage detailed data entry on database and administration pertaining to all shipping/logistical activities
  • Liaise with shippers for quotes
  • Ensure HMRC regulations are strictly adhered to

Financial Administration

  • Managing invoicing and monthly accounts alongside a dedicated accountant
  • Making and staying on top of payments to/from clients
  • Communicating with clients, gallerists and artists on admin/financial/logistic matters
  • Knowledge of basic business accounting essential

Required knowledge, skills and qualifications:

  • Highly developed interpersonal and communication skills required to liaise with a diverse range of internal and external personnel at all levels
  • Capable of thriving in a multi-disciplinary environment and collaborating with a large range of operational departments and international locations
  • Self-starter, able to solve problems, structured approach, mitigate risk, make decisions under tight deadlines and challenging situations
  • Comparable experience in a museum or auction house environment
  • Knowledge of UK customs and tax regulations
  • Strong oral and written communication skills
  • Proven IT skills in all areas of Microsoft applications (particularly with Mac OS X, Microsoft Office Suite) as well as Art Logic
  • Strong art-related network is an advantage