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.
