Gallery Registrar

**Job Summary**:
The Registrar is responsible for overseeing the Gallery’s inventory and ensuring the accurate documentation, care, and movement of artworks. This role manages all incoming and outgoing works of art, coordinating closely with artists, collectors, and institutions. The Registrar also assists with local and international shipping logistics, including customs procedures, to ensure the safe and compliant transport of artworks for exhibitions, sales, and loans.

The second main responsibility as a Venue Hire Coordinator is to be responsible for managing all aspects of external gallery rentals, including private functions, events, and group bookings. This role involves liaising with prospective clients, administering hire agreements, and ensuring the smooth coordination between clients and internal teams. The Coordinator will maintain all related documentation and manage the venue hire calendar.

**Working Hours**:
**Singapore**
5-day work week, including 4 weekdays and 1 weekend day.
(Weekdays: 11:00 AM - 7:00 PM, Weekends: 12:00 PM - 6:00 PM)

**Key Responsibilities**:

- Maintain accurate and up-to-date records of all artworks, including provenance, condition reports, acquisition details, and exhibition history.
- Manage the gallery’s collection database.
- Create and update condition reports for all incoming and outgoing works.
- Coordinate loans (both incoming and outgoing), including loan agreements, insurance, condition checks, and transportation.
- Liaise with artists, collectors, lenders, and institutions on the logistics and terms of loans.
- Ensure compliance with legal and ethical standards for international or domestic loans (e.g., export/import regulations, cultural property laws).
- Organize packing, shipping, and customs documentation for artworks, both domestically and internationally.
- Select and coordinate with fine art shippers, couriers, and handlers.
- Oversee the safe transport and installation/deinstallation of artworks.
- Perform or arrange condition checks before and after transportation or exhibition.
- Work closely with conservators to assess and recommend treatment when necessary.
- Monitor the environmental conditions (e.g., temperature, humidity, light) of storage and display spaces.
- Arrange and maintain insurance coverage for artworks in storage, transit, or on display.
- Ensure proper storage of artworks, using archival materials and best practices.
- Work with curators and exhibition teams to plan and execute the logístical aspects of shows.
- Manage shipping schedules, crate production, artwork layout, and installation needs.
- Create installation guides and movement schedules.
- Manage all external venue hire requests for events, group bookings, and private functions.
- Liaise with clients regarding venue availability, hire terms and conditions, quotations, equipment needs, and other booking details.
- Prepare, issue, and manage contracts, required documentation, and ensure
- compliance with gallery policies.
- Maintain an up-to-date venue hire calendar and accurate records of all hire agreements.
- Act as the main point of contact between the Gallery and the client throughout the hire process.
- Ensure the venue and all related equipment or services are available, functioning, and prepared for hire.
- Develop and maintain a professional sales pack and promotional materials for venue hire.
- Coordinate closely with Gallery team to ensure venue hires are scheduled in alignment with exhibitions and internal programming.

**Requirements**:

- Possessing a diploma or postgraduate degree, preferably in Art, Art History, or Arts Management.
- Strong interest in and sound knowledge of Southeast Asian art history.
- Deep appreciation and thorough understanding of the artists represented by the Gallery.
- Excellent organizational, project management, and interpersonal skills.
- Ability to work both independently and collaboratively within a team.
- Able to perform under pressure and manage demanding client expectations.
- Comfortable in a client-facing, in-person role.
- Ability to handle confidential and sensitive information with discretion.
- Willing and able to work on weekends and attend after-hours events as required.
- Capable of handling moderate physical tasks on a daily basis.
- Consistently punctual and reliable across all responsibilities.
- Dress code is smart casual at all times.

**Job Type**: Contract

**Benefits**:

- Professional development

Work Location: In person

Expected Start Date: 01/09/2025