Registrar & Logistics Coordinator
Location: Barreiro | Schedule: Full-time
The studio is seeking a Registrar & Logistics Coordinator to oversee art logistics and the full registration of artworks, ensuring their safe, traceable, and properly documented circulation across exhibitions, art fairs, sales, loans, and storage. This is a mid-level coordination role with responsibility for processes, documentation, insurance, and handling standards, working closely with Production, Sales, Editions, and Finance teams.
Key Responsibilities
· Logistics management of cultural projects, including art production, sales, and the operation of physical and online galleries.
· Plan and coordinate all domestic and international shipments of artworks (exhibitions, fairs, sales, loans, and returns).
· Manage shippers, freight forwarders, couriers, and logistics vendors; request quotes, negotiate terms, and oversee deliveries.
· Maintain complete and up-to-date artwork records, including inventory, locations, and movement tracking.
· Prepare, check, and archive condition reports for all incoming, outgoing, and transported artworks.
· Manage transport and exhibition insurance coverage and ensure legal and contractual compliance.
· Collaborate with the Exhibition Manager and Production team to plan logistics for exhibitions/fairs and production of art pieces.
· Coordinate artwork deliveries to clients and collectors in collaboration with the sales team.
· Organize storage and warehouse areas, ensuring best conservation and handling practices.
· Establish and maintain packing, transport, and handling standards and improve operational processes.
· Supervise the Logistics Assistant / Art Handler.
· Knowledge of Primavera and billing/invoicing systems, including updating and managing supplier invoices within the system.
Requirements
· Proven experience in art logistics, art handling, or registrar roles within a gallery, museum, or specialized art logistics company.
· Experience coordinating domestic and international shipments.
· Experience with inventory systems and artwork documentation.
· Knowledge of condition reporting, insurance processes, and art handling best practices.
· High attention to detail and strong organizational skills.
· Native Portuguese and fluent English (spoken and written).
· Comfortable with occasional hands-on physical work.
Nice to Have
· Experience with inventory or CRM software.
· Knowledge of customs procedures and international shipping.
· Previous experience as a registrar in a gallery or museum context.
What We're Looking For
· Organized, methodical, and reliable.
· Strong sense of ownership and accountability.
· Proactive problem solver.
· Able to anticipate risks and manage challenges calmly.
· Strong communication and teamwork skills.
· High standards regarding artwork care and safety.
Scope & Authority
· Defines logistics procedures and technical standards.
· Validates condition reports and shipment documentation.
· May block shipments that do not meet technical, legal, or insurance requirements.
· Supervises the Logistics Assistant.
· Does not participate in curatorial or commercial decision-making.
Nível de experiência
Pleno-sênior
Tipo de emprego
Tempo integral
Função
Gerenciamento e Manufatura
Setores
Comércio varejista de artigos de artesanatos