Overview of role:

Safe receiving, handling, storage, packing and transfer of all works as well as providing an excellent level of client service both internally and externally are fundamentals to this role. The primary functions of the registrar are twofold; one aspect is to accurately record the dimensions of every work of art along with the further logistical information from which we will be able to quote the cost of shipping at a later date; the other requires a detailed analysis of the condition of each item highlighting any possible condition issues and any areas of potential concern. The seasonal nature of our business requires a flexible approach and sometimes the need to work overtime and on weekends.

Responsibilities include:

• Exceptional care in handling, movement, storage and packing of property with your primary focus and goal behind the safety of both people and property at all times;
• Accurate checking, condition reporting, labelling and locating of all property;
• Ensure all incidents, accidents, damages or losses are reported immediately and an accident report form completed;
• Complete an accurate condition report of each work that arrives on the premises;
• Take accurate, clear and relevant photos of each item which can be used as a cross reference to the condition report provided;
• Record accurate dimensions and further logistical information of each item that arrives;
• Ensure that every item that arrives is placed into the relevant inventory site within the time frame specified in the service level agreement;
• Pack and release items to be shipped to clients, respecting internal processes;
• Ensure that all property is accounted for at all times, carrying out bi-annual stock takes;
• Ensure all transfer paperwork to and from Restorers/Labs are accurately filled out and filed whilst maintaining an accurate location history trail;
• Ensure all relevant paperwork associated with any item arriving is scanned, saved and either sent to the relevant administrator or disposed of in the confidential waste;
• Ensure that any item that is shipped directly to Sotheby’s from a client or another office has a deposit receipt. Liaise with the department’s administrator to send copies to the account holder;
• Arrange shipping, liaise with external shipping providers and ensure necessary paperwork is in order.

Skills / Competencies / Experience:

• Some Registrar experience preferable but not essential;
• Written and spoken fluency in French and English is essential;
• Ability to handle property in a skillful and careful way with a good working knowledge of operating procedures;
• Ability to maintain at all times a high level of security and liaise with Risk Management on property movements;
• Strong organisational and problem-solving skills with the ability to forward plan;
• Be a team player with a co-operative attitude and a willingness to take on a wide variety of tasks;
• Excellent communication with other departments and the Shipping & Logistics team;
• Be able to demonstrate the capacity to take responsibility in order to ensure that the department functions effectively and efficiently;
• High level of personal presentation at all times and compliance with the department dress code.