Senior Archivist

Job Title: Collection’s Registrar/ Inventory Control Location: New Delhi Reporting To: Associate Director of OperationsNature Morte Manifesto: We expect prospective employees to abide by the NM Manifesto of Integrity, Accountability and Transparency. These are our non-negotiable and serve as a prerequisite for a successful career at Nature Morte.Integrity: Our true north. We value honesty, dedication, and a consistentcommitment to our core values.Accountability: We act consistently across situations and people. Nothing is notmy work and we go above and beyond to ensure quality and impact.Transparency: We communicate transparently, especially when stakes are high andact consistently across situations and people.Role OverviewThe Collection’s Registrar is responsible for the end-to-end management of Nature Morte’s physical and digital art inventory. This role ensures the accurate cataloguing, movement, tracking, documentation, and condition care of all artworks across locations. The position requires excellent coordination with internal teams, meticulous record-keeping, and a strong command over database systems, particularly Artlogic.The Registrar will ensure that every artwork—across exhibitions, storage spaces, consignments, and loans—is documented, traceable, and preserved with institutional precision.Key Responsibility Areas1. Digital Inventory & Artlogic ManagementAdding & Managing Artwork Entries • Add new artworks for exhibitions and consignments on Artlogic (based on artwork lists shared in advance). • Ensure incoming/outgoing shipments are tallied accurately with shared lists.Maintain & Update Object Profiles • Oversee and maintain complete and accurate Artlogic records — including metadata, location, images, and status. • Update artwork entries at the start and close of each exhibition, and as edits are requested. • Correct missing or incorrect information (framing dimensions, condition, edition details, signature location). • Ensure availability and upload of correct high-resolution images, installation shots, and videos. • Upload signed Certificates of Authenticity for sold works (via AC drive folders). • Mark sales, reserves, and location changes on Artlogic in real time; conduct monthly reconciliation with the sales team.Artwork Videos Management • Add artwork videos via Artlogic’s Vimeo embedded link system. • Coordinate with the Arts team to ensure all video documentation is complete and saved in exhibition folders.Image Data Bank Upkeep • Oversee the photography of artworks and maintain the NM image databank in coordination with the Arts team.2. Physical Inventory Management• Manage inventory through challans and all related movement documentation. • Maintain real-time visibility of inventory across all locations (self/loaned/consigned). • Coordinate with Arts team on exhibition calendar details and movement planning. • Archive consignment agreements and loan agreements. • Support stock verification — physical inventory vs financial books. • Prepare MIS reports and inventory dashboards. • Coordinate proactively with internal teams for movement planning.3. Collection Management & Care (Audit-Based)Quarterly Inventory Audits• Conduct full physical audits at the end of each quarter:Q1: April–JuneQ2: July–SeptemberQ3: October–DecemberQ4: January–MarchScope of Physical Inventory• Artworks • Installation support items (pedestals, stands, display boxes, vitrines, unique support structures)Inventory Locations Covered• Vasant Vihar (Delhi) • Dera Gaon (Delhi) • Dhanmill (Delhi) • Saket (Delhi) • Mumbai Gallery • Third-Party Storage (PAN India)Random Audits• Routine checks across all NM spaces. • Conduct full row-by-row inventory scans with art handlers. • Flag fragile/sensitive inventory requiring quarterly condition checks. • Document when each object was last condition-checked.4. Artwork Movement ManagementInward & Outward Movements• Oversee all artwork transportation across NM locations using challans. • Generate QR codes and update artwork locations on Artlogic (in coordination with Exhibitions Registrar). • Carry QR labels to client or third-party locations when required.Inward Receipts• Ensure complete documentation:Artist studio signatureObject & condition confirmationAdditional notesNM representative signature • Scan and upload all documents to Artlogic and maintain physical files.Gate Pass & Shipping Documentation• Prepare gate passes for:Artwork movementsArtwork samplesInstallation components (stools, pedestals, cleats, etc.)Outward Movements• Oversee artworks sent on “Sale Approval Basis” or third-party handovers. • Ensure delivery notes are signed by client/POC acknowledging receipt.Goals of the Role• Ensure Systematic, Accurate Inventory ControlMaintain error-free digital and physical records, ensuring every artwork’s location, condition, and movement is instantly traceable and audit-ready.• Strengthen Operational Documentation RigorBuild reliable processes for shipment records, audit trails, agreements, movement challans, and Artlogic updates.• Maintain Institutional Standards of Artwork CareEnsure all inventory is tracked, preserved, and handled with museum-grade precision.Ideal Candidate Profile• Bachelor’s/Master’s degree in Museum Studies, Art Management, Art History, Archival Science, or related field. • 2–5 years of experience as a registrar, inventory controller, gallery coordinator, or similar role. • Strong command over Artlogic or similar digital asset/inventory systems. • Experience with artwork handling, logistics documentation, and movement protocols. • Excellent organizational skills and exceptional attention to detail. • Ability to coordinate across teams and manage multiple locations. • Strong sense of accountability and discipline in record-keeping. • A deep respect for the integrity, value, and care of artworks.

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