Maternity Cover Registrar, Exhibitions & Loans for a major, contemporary Gallery based in London

Reports to: Director of Global Registration

Position Overview:

Maternity Cover role, expected to be 12-15 months.

The role of Registrar, Exhibitions & Loans reports directly to the U.K. based Director of Global Registration.

The role supports the safe and professional handling, shipment and delivery of artworks worldwide in conjunction with the wider Registrar/Exhibitions/Loans and Ops teams.

The Registrar, Exhibitions & Loans, UK acts as the initial point of contact for all queries relating to UK Exhibitions & global Loans logistics.

Key responsibilities of the role include:

Exhibitions, Loans, Off Site Projects, Inventory:

• Follow established best practices within the Exhibitions/Loans/Inventory team to help ensure projects are delivered safely and on time, providing regular updates to key stakeholders throughout the process. Support compliance with gallery ‘business rules’ by ensuring requirements are met, including adherence to local customs regulations, and escalating issues where appropriate.
• Develop strong working knowledge of global customs requirements to support colleagues with queries relating to exhibitions, loans, off-site projects, and inventory movements. Maintain up-to-date awareness of UK and international import/export regulations, including UK Temporary Admission, bonded warehouse procedures, and relevant HMRC requirements, escalating complex issues to the Director of Global Registration where appropriate.
• Ensure consistency of approach for exhibitions/loans/inventory across all gallery locations – with particular attention to London and Shanghai. Work alongside Senior Registrar Exhibitions, US to engage with key stakeholders to build experience, knowledge and standards gallery wide.
• Contribute to discussions on improving exhibitions/loans processes and support implementation of agreed changes in a timely manner. Take a joined-up approach to problem solving, considering how exhibitions/loans impact Client Services and the client experience. Work with Senior Registrar, Client Services to improve collaboration.
• Support best practice sharing and collaboration within the Registrar team – including working alongside Senior Client Services Registrar in delivery of pre-exhibition information guides to the global Sales team.
• Collaborate with wider Ops team to implement cost and time saving strategies when dealing with artist fabrication for exhibitions or off site projects.
• Liaise with Finance to ensure supplier invoices are processed in correct / timely manner, with correct VAT and Sales Tax codes.
• Support the Registrar team in delivering exhibitions, loans, off site projects, local transport, and inventory/global shipments on time and on budget, informing key stakeholders of anticipated changes. Monitor costs and support delivery of work within agreed budgets, escalating where necessary.
• Support all loan/outgoing consignment agreements to meet gallery standards, actively making checks with stakeholders (that correct work/packing information is captured, condition reports completed, insurance certificates received, contracts signed, budgets agreed, borrower facility’s compliance) prior to commencement of loan. Support consistent practice across the wider Registrar/Loans team.
• Monitor inventory shipments – identify opportunities for cost efficiencies for these shipments and contribute to team objectives and support their delivery. Use Salesforce to generate reports and dashboards to help illustrate this.
• Artist studio collections for new inventory (Global except for the Americas).

Other duties:

• Attend weekly Registrar meetings, as well as cross departmental meetings when possible.
• Assisting with training and onboarding of new team members where required.
• Working in line with gallery standards and contributing to their ongoing development.
• Solutions orientated. Takes responsibility over tasks, escalating appropriately when necessary and seeing problems through to resolution.

Key skills and attributes:

• Excellent knowledge of global customs, insurance and VAT procedures, particularly those of the UK, US and mainland China. Demonstrable expertise in global import and export processes. Understanding how it relates to their role within the organisation.
• Works to a high standard that supports others to follow and learn from. Contributes to improvements in the fundamentals of the ‘Registrar’ role and supports the identification and delivery of positive changes within the department.
• Excellent communication skills.
• Excellent attention to detail and understanding of the importance of accuracy at all times.
• A positive approach to problem solving and project management.
• Proven ability to multi task in a fast paced environment, whilst maintaining high standards.
• Ability to stay calm when under pressure.
• Proven ability to set and accomplish goals and to meet deadlines by effectively prioritizing; ability to work independently and collaboratively in a team-oriented environment.
• Proficiency in Salesforce, Smartsheets, Word, Excel and Adobe. Strong IT skills, particularly in the use of gallery inventory systems.
• Discrete and professional. Conscientious, tenacious and resilient.
• Ideally 3+ years relevant experience in reputable gallery and/or institution.
• Knowledge of/Interest in Contemporary Art

Salary: Up to around £45k

Start date: Asap