CARVALHO is seeking a Registrar with a proven track record of managing high-volume domestic and international shipments to join our team ahead of the opening of our third gallery space in Tribeca in early 2027. This individual will work closely with the Founder and Director in leading CARVALHO and directing its operations, including organizing international studio shipments from our roster of global artists and overseeing the gallery’s logistics to realize our ambitious program of up up to ten exhibitions and six art fairs each year alongside our biannual performance series. The ideal candidate will have three to five years of work experience in a client-facing registration or operations position in the art world, with strong preference given to candidates who have worked in a contemporary art gallery setting as well as to those with art handling experience. The Registrar will direct logistics and oversee data-entry in a fast-paced, dynamic environment, for which the ability to multi-task and manage complex details while juggling priorities will be paramount. The Registrar needs to be self-directed and highly motivated, as well as possess excellent interpersonal and communication skills. Working closely with all members of the staff, the ideal candidate will be driven and independent as well as a team player who is professional, kind and collaborative. Responsibilities for the Registrar include but are not limited to:SHIPPING + LOGISTICS: Coordinate all shipping, installation, and dismantling for gallery exhibitions, art fairs and viewings as well as other special projects as neededWork with shippers, framers, and art handling companies to obtain estimates, gathering multiple quotes and negotiating costs to secure competitive rates for the gallery and our clientsInterface directly with clients to organize and schedule artwork deliveries and installs, representing the gallery with clear, professional, and sensitive written and verbal communicationManage sales pipeline in close collaboration with Director, and lead weekly post-sales meetings to ensure client satisfaction through a high-level of care and seamless dispersalsDirect packing, crating and installation requirements to ensure safe handling and transport of artworks, and overseeing condition reporting for all incoming and outgoing inventoryLiaise with transportation providers, customs agents and brokers, and insurers on behalf of the gallery, maintaining and developing strong relationships with network of preferred vendorsEXHIBITIONS, ART FAIRS + ARTIST LIAISING: Work closely with Founder and Director to plan and realize all gallery programming, managing exhibition calendar and corresponding schedule of deadline and shipmentsServe as the primary point of contact for art fairs – including liaising with fair team and vendors, managing shipments and storage requirements, meeting important deadlines and overseeing all related logisticsSchedule, guide and, as needed, direct installation and dismantling of all art fair presentations, coordinating with Director and team on-the-ground to ensure smooth and seamless operationsCoordinate with artist studios to generate and organize artwork materials, including hardware, installation instructions, and special packing requirementsWork closely with Artist Liaison to draft, execute and manage loan agreements and consignments, internally with represented artists and consigned-in secondary artworks as well as externally with gallery partnersLiaise with artists\' fabricators to oversee and assist with artwork production – including coordinating with Artist Liaison to track all costs and manage studio deadlines, and communicating relevant updates to Founder and Director REGISTRATION: Manage and oversee updates to ArtLogic database – including but not limited to organizing inventory records, tracking and updating artwork locations, maintaining accurate cataloging information, and generating release/receive paperwork for incoming and outgoing shipmentsWork closely with the Gallery Manager to update database with incoming documentation, ensuring hi-res and up-to-date photography and video are uploaded and associated to artwork recordsOversee artwork labeling and conduct inventory audits, as needed, to ensure location information in artwork database is accurate and up-to-dateOrganize physical inventory and digital records, including shipping, customs, and insurance documentationMaintain a high-level of registration standards to ensure consistency and accuracy across records in ArtLogic database as well as physical and digital archivesFINANCE: Manage project-related budgets and track all artwork-related expenses, maintaining accurate and up-to-date financial records in ArtLogic and NotionAs needed, work closely with Founder to process payment of third-party invoices for gallery expensesOrganize archive of important financial documents in case of an audit and assist Founder with preparation of sales tax filingEnsure adherence to insurance and legal standards for artwork handling, packing, shipping, and documentation as well as tax compliance as it relates to sales tax nexusProvide gallery staff with accurate information for invoicing and accountingART HANDLING: While not required, strong preference will be given to candidates with past preparatory experience and a willingness to assist with art handling as neededOversee the safe handling, storage, packing, transportation, and installation of inventory in accordance with best practicesPlan, coordinate and lead or assist artwork installation and deinstallation for exhibitions, client viewings, art fairs, and special projects, supervising freelance art handlers and vendors as neededOrganize and maintain artwork storage, ensuring inventory is safely housed, accurately identified, and readily accessibleParticipate in the day-to-day handling, movement and packing of artworks, leading or assisting exhibition changeovers as well as preparation for art fair shipments and installationsApplicants for the Registrar position should have the following qualifications:Bachelor’s degree required, with preference for candidates with an Undergraduate or Graduate degree in Art History, Studio Art, Art Administration or a related fieldMinimum of 3 years working in a registration or operations position in the art world, with strong preference for past experience at a contemporary art galleryInterest in contemporary art and a passion for supporting artists in a gallery settingMinimum of 1-2 years experience coordinating domestic and international fine art shipping (including customs, duties, VAT/sales tax, and related logistics), with strong preference for candidates with an existing network of fine art shippers and vendors Experience in a client-facing role required, with strong preference for candidates that have liaised with clients at a contemporary art gallery, auction house or art advisoryKnowledge of fine art handling, packing, and receiving required, including experience with condition reporting and insurance claimsHands-on experience with art handling, installation, and museum-standard packing practices preferredExcellent written and verbal communication with a sensitivity to interpersonal dynamicsSolutions-oriented with excellent problem-solving skillsAbility to juggle priorities and maintain a high-level of standards in a fast-paced, dynamic workplace Strong project management skills with the ability to take initiative, anticipate needs, and work independentlyPunctual, highly-organized and detail-oriented with the ability to coordinate complex schedules involving multiple parties and a track record of meeting deadlinesHigh-level proficiency with Mac computers and Google Workspace, Microsoft Office and Dropbox required, prior experience with Notion preferredPrevious artwork database and data-entry experience required, with strong preference for candidates with high-level proficiency with ArtLogicPreference for candidates with graphic design, photography and video documentation experience, and proficiency with Adobe Creative Cloud (Photoshop, InDesign) and SketchUpPreference for candidates with experience overseeing accounts payable/receivable and familiarity with Quickbooks Foreign language skills a plus, with strong preference for candidates with advanced proficiency or fluency in FrenchABOUT THE GALLERYA synthesis of the Founder’s background in performing and visual arts informs a distinct point-of-view that shapes the gallery’s cross-disciplinary program, privileging the sensorial experience of the art object and space. CARVALHO features international emerging and mid-career artists whose practices reconsider distinctions of increasingly fluid categorization – of the visual art, performing art, and craft realms – through dedicated inquiry and meticulous approaches to material and process. Exhibitions work to activate the viewer’s environment, expanding space for engagement and discourse between disciplines. At the close of 2023, CARVALHO expanded its galleries into the adjacent building, doubling its exhibition space and program. The second gallery focuses on installation and performance, echoing the Founder’s foundations, and allowing artists to realize more ambitious collaborations and projects. In early 2027, the gallery will open a flagship location in Tribeca that will further expand the gallery’s ambitious programming. CARVALHO is a member of the New Art Dealers Alliance.CARVALHO is an equal opportunity employer and is committed to creating, expanding and supporting a diverse environment within the field of contemporary art. The gallery makes decisions concerning hiring and terms and conditions of employment without regard to any characteristic protected by applicable law.
