Database:

Assist in creating artwork records. Update and maintain locations, prices, exhibition information, and condition reports. Generate sales and exhibition-related materials. Potentially lead future database migration.

Loans & Consignments:

Manage all incoming/outgoing loan and consignment-related paperwork and administration including correspondence with artists, borrowers, and gallery team.

Documentation:

Generate, complete, and archive sales agreements, media-art questionnaires, acquisition paperwork, Certificates of Insurance, Certificates of Authenticity, artwork manuals, and various contracts.

Shipping & Inventory:

Carefully track all incoming and outgoing physical and digital artwork materials and equipment. Coordinate domestic and international shipments for sales, exhibitions, and art fairs. Liaise with Preparator to safely pack, condition check, and photograph shipments. Administer and oversee digital transfers of file-based artworks. Bridge communication between artists, collectors, borrowers, and vendors with a focus on best pricing and clear timelines.

Accounting:

Generate outgoing invoices and statements for Gallery Owner/Director. Route incoming invoices. Coordinate with gallery Accountant on monthly basis. Track production and shipping costs.

Office:

Maintain office supplies. Assist in opening and closing the gallery, turning on artworks, speaking with visitors, answering the phone, sorting mail, maintaining tidiness, etc.

Minimum two years of fine art Registration experience

Mandatory knowledge of the FedEx system and fine art shippers, including shuttles, international and local shippers

Experience with ArtBase or similar databases

Highly organized and detail-oriented

Outstanding verbal and written communication skills

Ability to multi-task, work autonomously, and anticipate needs

Knowledge of contemporary art, especially artists engaged with technology

Knowledge of or willingness to learn about NFTs

Works well with teams