Global Registrar

Company Description Sylvia Kouvali is a contemporary art gallery founded in 2007, with locations in London, UK and Piraeus, Greece. The gallery represents an international roster of mid-career and established artists from the U.S., Canada, Europe, the Mediterranean, the Middle East, and North Africa. Artists work across diverse media including painting, sculpture, photography, film, installation, and performance. The gallery is committed to fostering critical dialogue, supporting ambitious exhibitions, and presenting innovative contemporary practices to a global audience.

Role Description The Global Registrar is a full-time, on-site role based in Piraeus, responsible for overseeing all aspects of artwork logistics, documentation, and collection management for the gallery’s international program. Day-to-day responsibilities include maintaining accurate inventory and provenance records, preparing and managing loan and consignment agreements, and coordinating shipments, packing, customs, and insurance for artworks traveling between artists, galleries, institutions, and collectors. The role involves liaising with artists, museums, art fairs, and shipping agents, ensuring that condition reports, photography, and installation guidelines are prepared and archived systematically. The Global Registrar will also support exhibition planning by managing schedules and checklists, tracking incoming and outgoing works, and ensuring compliance with conservation, safety, and legal standards. Collaboration with the curatorial, sales, and operations teams is central to this role, with a focus on clear communication and meticulous attention to detail.

Place of Work: Polidefkous 41, Piraeus 18545, Greece

Regular Hours: Monday - Friday, 10am- 6pm (with the potential of additional hours during busy

times or during travel periods)

Reports to: Directors

Probation period: 3 months

Sylvia Kouvali is seeking a highly organised and detail-oriented Registrar to join the team. This role

sits at the centre of the gallery's operations, working closely with the gallery directors, artists,

collectors and external partners to manage the logistics, documentation, and technical coordination

of artworks across exhibitions, art fairs, consignments and institutional loans.

The ideal candidate has a rigorous organisational approach, excellent attention to detail, strong

logistical instincts and the ability to navigate multiple overlapping projects with clarity and precision.

Key Responsibilities:

MANAGING THE GALLERY SPACE & OFFICE

• When required, open the gallery on time before the public opening times, and be available to

open upon request.

• Be prepared as a first point of contact for visitors to enquire about the gallery.

• Develop detailed knowledge about the works on view and the artists’ life and career. If you are

sitting in the gallery, keep the Director informed about important visitors that enter.

INVENTORY & DOCUMENTATION MANAGEMENT

• Maintain accurate and up-to-date records of all artworks in the gallery’s inventory database

(Artlogic); review and file all documentation on Dropbox (consignment, loan and insurance

agreements, certificates of authenticity, export licenses, bills of lading, etc.)

• Draft and administer loan and consignment agreements, liaising with institutions, galleries,

collectors, artists and lenders as required

• Manage the gallery’s offsite storage accounts in Greece and abroad, maintaining the storage

database and coding system across all facilities and ensuring all artworks are safely packed for

long-term storage.

• Conduct incoming and outgoing condition checks, preparing and maintaining detailed condition

reports, liaising with conservators when necessary.

• Maintain and manage the gallery inventory database, ensuring artwork records, locations,

provenance, exhibition histories, and image archives are accurate and up to date

• Arrange professional photography for artworks on request.

• Create authenticity certificates and liaise with Artist Liaison and Gallery & Production Assistant

for signature and mailing.

• Assist with general operational and administrative tasks connected to the day-to-day running of

the gallery

LOGISTICS & SHIPPING COORDINATION

• Monitor shipping schedules, project timelines, and logistical deadlines across the gallery

programme

• Liaise with artists’ studio managers, assistants to confirm artwork details, prepare documentation,

and organize their safe packing and timely shipping for gallery exhibitions and international art

fairs.

• Liaise with external suppliers and service providers including framers, technicians, couriers, and

fine art shippers• Manage the logistics for art fair organisation, including but not limited to arranging packing,

shipping customs, temporary storage, onsite installation and deinstallation teams, production of

labels and artwork tags.

• Manage all post-sale logistics and artwork dispatch, coordinating with clients, shippers, and

installers as needed

• Maintain professional, respectful, and prompt communications with gallery clients, institutional

employees and leaders, artists, and service providers at all times to ensure accurate shipment

bookings and safe deliveries.

• Oversee all insurance arrangements relating to shipping, storage, loans, and exhibitions

• Prepare and manage all customs and VAT documentation, including pro forma invoices, packing

lists, and certificates of origin for international shipments.

• Maintain comprehensive documentation including all customs paperwork; manage all temporary

admissions

YOUR PROFILE

• 2-5 years relevant experience in a gallery, museum, artist studio, or fine art logistics environment,

with hands-on involvement across similar areas of responsibility

• Familiarity with international shipping procedures and customs documentation and fine art

handling standards

• Proficiency in Arlogic or similar inventory databases and strong working knowledge of Microsoft

Office and Mac OS environments

• Exceptionally organised and methodical, with a calm, steady approach and strong attention to

detail

• Self-directed and proactive, able to take ownership of tasks and see projects through from start

to finish

• Confident managing competing priorities and deadlines, maintaining composure in a fast paced

environment

• You are an excellent learner and creative problem-solver, with a desire to adapt to new contexts

and expand your horizons.