Collection’s Registrar/ Inventory Control

Job Title

Location

Reporting To

Nature Morte Manifesto: We expect prospective employees to abide by the NM Manifesto of Integrity, Accountability and Transparency. These are our non-negotiables and serves as a prerequisite for a successful career at Nature Morte.

Integrity: Our true north. We value honesty, dedication, and a consistent commitment to our core values.

Accountability: We act consistently across situations and people. Nothing is not my work and we go above and beyond to ensure quality and impact 

Transparency: We communicate transparently, especially when stakes are high and act consistently across situations and people

Role Overview

The 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 Areas

1. Digital Inventory & Artlogic Management

Adding & 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–June
• Q2: July–September
• Q3: October–December
• Q4: January–March

Scope 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 Management

Inward & 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 signature
• Object & condition confirmation
• Additional notes
• NM representative signature
• Scan and upload all documents to Artlogic and maintain physical files.

Gate Pass & Shipping Documentation

• Prepare gate passes for:

• Artwork movements
• Artwork samples
• Installation 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 Control

Maintain error-free digital and physical records, ensuring every artwork’s location, condition, and movement is instantly traceable and audit-ready.

• Strengthen Operational Documentation Rigor

Build reliable processes for shipment records, audit trails, agreements, movement challans, and Artlogic updates.

• Maintain Institutional Standards of Artwork Care

Ensure 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 organisational 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.

📩 How to Apply

Interested candidates may share their CVs and relevant details at:

📧 teamhr@naturemorte.com

📞 +91 9818636999