Registrar & Operations Manager, Independent Art Advisory, Paris

Our client, an independent Art Advisory and Gallery in Paris, is seeking a Registrar and Operations Manager to join their busy team. Please note that fluency in English and French is essential.

Responsibilities:

Operations & sales administration:

• Responsibility for 2 external exhibitions per year and projects around the world
• Keeping track of each sale, editing invoices and liaising with clients
• Providing all necessary operational timelines and deadlines
• Maintaining digital filings and archives of each project
• Assisting Directors with operational activities & PA duties

Shipping and logistics:

• Organise shipping and logistics for all incoming and outgoing artworks after each sale and for exhibitions or projects
• Oversee with the directors and clients the organisation of framing of artwork when required
• Managing the post-sale process
• Arrange condition reports with 3rd parties and update artworks details in the database / folders
• Oversee logistics relating to of the storage of artwork, at local storage facility and other 3rd party locations
• Liaise with shippers for quotes
• Ensure HMRC regulations are strictly adhered to
• Liaise with Insurance for on-site, off-site, in-transit and any other location movement of artists works and stock
• Responsible of keeping clear and up to date records of all logistical activities

Financial administration:

• Manage invoicing and monthly accounts alongside dedicated accountants in the UK and in Hong Kong
• Work closely with our accountant on quarterly VAT reports
• Make and staying on top of payments to/from all external suppliers and clients
• Communicating with clients, gallerists and artists on admin/financial/logistical matters
• Knowledge of basic business accounting preferable

PA duties:

• Artwork research, emails to clients
• Assist the director in liaising with sellers & buyers
• Negotiate sales
• Prospect artworks
• Follow up with meetings
• Organise personal and professional schedule of the directors

Candidate qualifications:

• Highly developed interpersonal and communication skills required to liaise with a diverse range of internal and external personnel at all levels
• Strong organisational skills
• French Speaker (fluent) and English speaker (fluent), German fluency is desirable
• 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 and worldwide customs and tax regulations
• Strong oral and written communication skills
• Proven IT skills in all areas of Microsoft applications (particularly with Mac OS, Microsoft Office Suite) as well as Art Logic
• Discretion and careful handling of sensitive information is absolutely essential
• Strong knowledge of institutional and contemporary art