Organization

Nina Johnson

Country

United States

Location

Miami, FL

Sector

Gallery

Position Level

Experienced (Non-Manager)

Education

None Specified

Position Type

Full Time Permanent

Description

Position Summary: Reporting to the Director, the Registrar oversees all registration duties and aspects of inventory/collections management, including management of the database, execution of consignment and loan agreements, as well as supervision of the movement, packing, storage, transport, and installation of works at both the gallery and warehouse and day to day front desk operations. The Registrar will also oversee general maintenance of the gallery as well as all digital platforms. Job Duties & Responsibilities: Maintain inventory/collections management systems, policies and procedures, including inventory management and condition reports related to the receipt, documentation, storage, restoration and preservation of all inventory. Assist in the development of policies for the permanent collections. Document instructions for care, maintenance and installation of contemporary and historical works. Ensure instructions are part of the permanent artist file. Coordinate and prioritize all aspects of domestic and international packing, shipping and installation. Coordinate all aspects of local transport, and domestic and international shipping and installations for sales, consignments, rentals, fairs and exhibitions. Provide time-sensitive packing and transport quotes, scheduling, and oversee all pickups and deliveries. Ensure proper handling, packing and documentation of work. Build and maintain relationships with multiple shipping companies to ensure cost-effective, timely, and accurate estimates and shipments. Maintain the inventory database for tracking inventory, including descriptions, images, editions, origin, history, provenance, exhibitions, location, condition reports, damage/repair, sales. Regularly generate required reports on inventory. Track all artist inventory and edition numbers, providing up to date edition reports to sales team as needed. Maintain accurate records and labels of all consigned and owned inventory including items at gallery and offsite storage facilities; items loaned/consigned to museums, galleries, and other institutions in Miami and worldwide; and items sold, while in the gallery’s possession prior to release to clients. Responsible for intake and condition reporting of inventory, including updating the database, tagging items, and reporting issues to the Director. Conduct physical inventory of items periodically, verifying location and condition/status of items. Responsible for all pre- and post-sale inventory processing including coordinating with sales team on needs and deadlines and managing the flow of information for movement of inventory, photos, repairs, pieces going out on approval, shipping quotes, delivery, shipping payments and client interface. Identify and catalogue damaged items, prioritize restoration needs, and coordinate restoration schedule with Director and restoration specialist. Schedule photography of inventory and timely uploading of images in the database, as well as gallery and installation photo shoots. Plan and organize installation and shipping needs for exhibitions, fairs, commissions, sales, and rentals. Draft and maintain artist and third party contracts for consignments/rentals of works to or from the gallery for sale or exhibition. Maintain existing certificates of authenticity and records thereof, and deliver to clients upon completion of sales and delivery of items. Coordinate with Director on new certificates of authenticity to be provided to clients. Maintain the Gallery including working with the art handler to ensure the gallery, offices and storage areas are clean, organized, well lit, etc. Assist as needed with various registration-related inquiries. Interact regularly and maintain relationships with gallery staff, clients, art handlers, installers, shippers, customs brokers and other vendors to coordinate activities. Participate in gallery installations, openings and other events as needed, which may take place on weekends or fall outside of normal gallery hours, and may include travel. Maintain the gallery website including uploading new exhibition images, press releases, etc. Responsible for day to day front desk duties including but not limited to ordering supplies, checking voicemail, and overseeing facility maintenance (waste disposal, landscaping, pest control, etc.) Occasionally handling of artworks appropriate for one person including packaging smaller works for shipments and re-packaging or un-packaging works in storage. Friendly front desk skills when necessary including talking to visitors, answering phone calls and being an up-front member of the gallery team. Requirements/skills: 3+ years of experience in a gallery, museum, auction house or art handling company. Knowledge of and experience with registration standards and documentation in a gallery. Ability to identify and catalog damage, restoration, and environmental condition needs. Knowledge of proper handling, packing, storage and installation techniques for furniture, lighting, design and art. Strong computer skills, including collections management databases, i.e. Filemaker Pro. Experience coordinating domestic and international fine art shipments. Experience with expedited and standard domestic and international post. Attention to detail and excellent organization skills; Ability to prioritize work, multi-task and meet deadlines in a fast-paced environment; Excellent technical, communication and interpersonal skills; Can translate strategic options into projected financial outcomes; Creative problem solving, both logistically and physically; Consistency and reliability; A sense of teamwork in order to support staff members who work in various capacities. #LI-DNI

Application Instructions / Public Contact Information

To apply, please send resume and cover letter to info@ninajohnson.com