Registrar

Job description

About the Role The Operations & Registrar is a key operational role within the Logistics, Fairs & Exhibitions department. Based primarily Ladbroke Hall/Mitry Mory, the position holder is responsible for organising the safe packing, transport, and installation of artworks across CWG’s global operations — from artist studios through to gallery exhibitions, art fairs, and private client deliveries. Working closely with the Global Head of Logistics, Fairs & Exhibitions, the role encompasses end-to-end coordination of shipments, inventory management, condition reporting, customs documentation, and process optimisation. The Operations & Registrar also plays a central role in art fair logistics and HNWI client installations and post-sales, ensuring a luxury-standard delivery experience at every touchpoint. Day-to-Day Responsibilities 1. Packing, Shipping & Transport Organise the safe packing and transport of artworks, negotiating best-value pricing while maintaining the highest standards of artwork safety in transit. Coordinate shipments and installations to and from galleries, artist studios, clients, and fair venues — domestically and internationally. Manage customs documentation, fine art formalities (temporary imports/exports, carnets ATA), insurance certificates, and plus-value declarations. Liaise with approved transport suppliers, crating workshops, and installation teams to ensure timely and damage-free operations. Monitor and improve shipping lead times; target ≤ 3 weeks from payment and end of production to delivery. Develop direct shipping routes from artist studios to clients/galleries where possible, reducing handling and transit time. 2. Inventory, Condition Reporting & Data Management Maintain accurate shipping records, inventory logs, condition reports, and installation instructions across all CWG databases. Complete condition reports (Articheck) within 24 hours of receiving artworks and before any release. Update Sage X3 records in real time: stock receipts, intercompany transfers, deliveries, and invoicing. Participate in bi-annual full inventories and monthly spot audits; contribute to maintaining stock discrepancy below 2%. 3. Communication & Process Development Act as an operational link between the Logistics department, Production, Artist Studios, Sales, and Gallery teams to ensure fluid, structured communication. Contribute to developing and documenting standard operating procedures for shipping, packing, installation, and condition reporting. Participate in cross-departmental process improvement initiatives to streamline. Actively contribute to the mise en place and optimisation of Logistics Department processes and organisation. 4. Fairs, Exhibitions & HNWI Client Installations Handle end-to-end logistics for art fair participation: planning, transport, customs, booth set-up, artwork installation, and de-installation. Coordinate with the Fairs & Exhibitions team on retroactive calendars, steering meetings, and cross-departmental milestones. Manage HNWI client installations with a luxury-standard approach: meticulous planning, white-glove handling, and post-installation follow-up. Contribute to carbon footprint tracking per fair and material reuse objectives (target 70% reuse rate). 5. Budget & Cost Control Participate in tracking local logistics budgets and operational expenditure. Verify supplier invoices, compare quoted vs. actual vs. invoiced amounts, and flag discrepancies. Identify cost reduction levers in crate production, transport, and storage operations. Contribute to a monthly budget review meeting with the Global Head of Logistics, Fairs & Exhibitions. 6. Client Satisfaction Drive improved satisfaction by streamlining communication with Production and increasing direct shipments from artist studios. Contribute to the design and implementation of a client satisfaction tracking methodology in collaboration with Sales and Production. Maintain luxury-standard delivery experiences for all client-facing operations.