The art of the perfect fit

Registrar & Operations Manager, Independent Art Advisory, Paris

Posted: 29.03.2023
Contract Type: Full-time
Job Type: Permanent
Pay: Dependent on experience
Location: France, Paris
Tenure: Permanent
Job description:

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.


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