Artwork Production and Installation

• In collaboration with the Gallery Principal, designate works for printing, stretching or framing and effectively communicate designs/orders to vendors

• Maintain a detailed framing and production spreadsheet, tracking work in progress

• Record all artwork production and framing for future reference including costs, materials, vendors used

• Schedule and supervise art handlers for exhibition and art fair installs/deinstalls

• Overseeing production and installation of gallery exhibitions and international art fairs including packing, crating, shipping, and labeling

• Maintain expense allocation spreadsheets

Conservation

• In collaboration with the Gallery Principal, determine conservation needs for new and existing inventory and effectively communicate conservation needs to conservators

• Organize, track and maintain detailed records of all conservation treatments

• Maintain working knowledge of conservation treatments for fine artworks

Inventory Management

Maintain all aspects of the gallery’s digital and physical inventory across multiple galleries and art storage spaces including, but not limited to:

• Track and managing all art movements

• Generate accurate inventory reports and documentation for exhibition and research purposes, including shipping lists, work lists, and price lists

• Ensure all artwork records in the ArtLogic database are up-to-date and accurate; audit database regularly and confirm records have complete information including but not limited to inventory numbers, provenance information, current locations, status, packing details, framing information, condition reports

• Conduct or schedule regular audits of inventory in the galleries and in off-site storage locations

• On a weekly basis, prepare and disseminate to staff an incoming/outgoing inventory report reflecting all art in transit/production

• Generate and review all documentation related to artwork intake, release, and shipment including but not limited to loans, insurance, copyright, sales, donations, and consignments

• Maintain detailed records for shipping, receiving, loans, sales, and consignments

• Ensure proper artwork intake and release procedures are met for new consignments and shipments, including artwork cataloging and condition reporting

• Coordinate between the Gallery Principal and gallery artists to ensure consignment agreements are in place for all work in inventory, as well as works being loaned to other institutions

• Communicate with the different gallery spaces to ensure they have proper supplies and tools ahead of shipping, art fairs, and exhibitions

Shipping

• Coordinate with staff at the gallery’s multiple locations to arrange packing, crating, shipping, tracking, receiving, and archiving of gallery inventory for both domestic and international shipments related to art fairs and exhibitions

• Ensure insurance requirements are outlined and met for all shipments and loans

• Create shipping checklists and pro forma invoices

• Obtain shipping and crating costs and estimates to determine best options

• Knowledge of international shipping, customs laws, and regulations

Other

• Maintain a rigorous schedule, meeting tight deadlines for all production, framing, and shipping needs

• Responsible for all pre- and post-sale inventory processing including coordinating with sales team on needs and deadlines and managing shipping, delivery, payments and client interface

• Communicate with clients to determine shipping, secure signed documentation, and arrange payments for sold artwork

• Serve as sales support during art fairs as needed

• Maintain proper registration procedures and train appropriate staff

• 3-4 years’ experience at a museum, gallery, or related institution

• Familiarity with contracts, including consignment agreements, certificates of insurance, and loan forms

• Experience in shipping and packing

• Knowledge of both domestic and international shipping procedures

• Ability and experience with artwork handling, specifically paintings, photography, and vintage works, as well as ability to lift and move artwork and crates

• Excellent organizational and communications skills are essential

• Team player

• Ability to multi-task, prioritize, and work in a fast-paced environment

• Strong written and verbal communication skills

• Familiarity with using online communication and project tracking software such as Slack and Asana

• Proficiency with MS Office programs, ArtLogic, Outlook, and experience with Adobe products a plus

• A degree in museum studies, collections management, art history, photography, visual arts, or a similar field

• Experience packing for and working at art fairs