Registrar

Pantheon Art is seeking an experienced and highly organised Registrar to take ownership of artwork logistics, compliance, and inventory management across our global programme. This is a critical operational role responsible for ensuring artworks move seamlessly, securely, and efficiently between artists, exhibitions, galleries, and collectors worldwide.

As a sole-charge position, you will lead the development and day-to-day execution of registrarial systems and processes, working across international shipping, customs, inventory, and sales coordination. The role requires a proactive, solutions-focused individual who is confident managing complex logistics independently while maintaining absolute accuracy and control.

You will work closely with the Financial Controller to ensure artwork inventory, consignments, and sales records are fully aligned with financial reporting and reconciliation.

Global Shipping & Logistics

• Oversee all UK and international transportation of artworks across exhibitions, galleries, collectors, and storage facilities
• Manage relationships with fine art shippers, art handlers, and customs agents
• Ensure artworks are transported safely, securely, and cost-effectively
• Provide clear shipping quotes, timelines, and logistical planning to internal teams
• Coordinate complex, multi-location shipments and time-sensitive exhibition logistics

Customs, Compliance & VAT

• Ensure full compliance with UK and international customs regulations, including Temporary Admission and bonded procedures
• Prepare and manage all import/export documentation
• Maintain accurate and audit-ready customs records
• Advise internal teams on VAT, duties, and regulatory considerations across jurisdictions

Inventory & Artwork Tracking

• Own and maintain the central inventory database (ArtLogic), ensuring complete accuracy across all records
• Track artwork locations, movements, and status in real time
• Develop and uphold best practices in cataloguing, data integrity, and artwork identification
• Coordinate movement of artworks between storage, exhibitions, galleries, and collectors
• Manage relationships with storage providers and ensure best practice in handling and condition management

Consignments & Sales Operations

• Create and manage consignment agreements with gallery partners, ensuring alignment with agreed commercial terms
• Maintain accurate records of all consigned works, including status, location, and sales activity
• Coordinate with the Financial Controller to ensure inventory, sales, and invoicing data are fully reconciled and aligned
• Track artwork availability, reservations, and sales across internal systems and external partners
• Oversee logistics and documentation for artwork sales, including dispatch to collectors and galleries
• Ensure all sales and artwork documentation is accurate, complete, and securely stored

Certificates & Documentation

• Work with the design team to produce certificates of authenticity for limited editions
• Prepare and issue certificates of authenticity
• Maintain clear and consistent documentation standards across all artworks

• Minimum 3+ years’ experience as a Registrar within a commercial gallery, auction house, or similar environment
• Strong experience managing international shipping, customs procedures, and fine art logistics
• Solid understanding of both original artworks and edition-based workflows
• Excellent knowledge of art handling practices, particularly works on paper
• Highly organised with exceptional attention to detail and accuracy
• Strong systems experience (ArtLogic preferred) and confidence managing data and processes
• Clear communicator with a collaborative, problem-solving mindset
• Able to operate independently while managing multiple projects and deadlines
• Positive, flexible, and proactive approach to work
• Able to work principally from the London office
• Fluent in English; undergraduate degree preferred

£45,000 – £55,000 depending on experience, with a discretionary bonus based on company and individual performance

This role offers the opportunity to play a central part in delivering ambitious, international art projects and to build the operational infrastructure that supports Pantheon Art’s continued growth.