Central Receiving Registrar

THE ROLE

The Central Receiving Registrar plays a key role in the inventory and auction process. This position is responsible for ensuring all incoming property is accurately documented, condition-checked, and safely handled in accordance with company policies. Working in a fast-paced environment, the Central Receiving Registrar must effectively prioritize multiple projects while handling a diverse range of property, including fine art, furniture, luxury objects, and decorative arts. Collaboration and clear communication are essential, as this role liaises across departments and supports cross-functional logistics workflows.

RESPONSIBILITIES

• Examine, photograph, and record incoming property to document and verify logistical attributes, including piece count, dimensions, and condition.
• Maintain compliance with established operational procedures as well as Risk Management and Security Department requirements.
• Delegate and oversee tasks assigned to union colleagues, including Project Leads, for the movement, installation, and handling of property.
• Act as a communication liaison between specialist departments and property handlers, directing property arrivals to appropriate storage locations.
• Coordinate inbound shipments with Sotheby’s Shipping Department and third-party vendors, ensuring timely and accurate delivery.
• Verify inbound paperwork, ensuring accuracy and alignment with scheduled property movements. Maintain and upload all inbound paperwork into databases for external audits and internal reference.
• Report any discrepancies to the appropriate internal stakeholders, such as the Inventory Manager or Risk Management team.
• Travel, as needed, to condition, tag, and oversee the receiving process at remote locations.
• Partner with management to improve process efficiencies, reduce waste, and support continuous improvement initiatives.
• Cross-train in other Logistics areas and provide support across Registrar functions as needed, promoting operational flexibility and a team-first mindset.

IDEAL EXPERIENCE & COMPETENCIES

• Bachelor’s degree preferred.
• Minimum 2 years of experience in Registrar, Collections Management, or a related field.
• General knowledge of fine and decorative arts.
• Excellent attention to detail with strong organizational and time management skills.
• Ability to skillfully and safely handle a wide range of property in accordance with best practices and safety protocols.
• Strong communication skills with the ability to interact professionally across all levels of the organization.
• Team-oriented approach with the flexibility to support colleagues in different functions as needed.
• Proven ability to prioritize tasks and work efficiently in a fast-paced, deadline-driven environment.
• Flexibility to work overtime and weekends when necessary.

The expected salary for this position ranges from $50,000 - $52,000 per year. Employees in this role may be expected to work overtime, and will receive additional pay at the applicable overtime rate. In addition to hourly wages and overtime, successful candidates will be eligible for benefits as required by law. Our offers are based on a wide range of factors including relevant skills, training, experience, education, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered.