Digital Assets & Rights Coordinator

Job title: Digital Assets & Rights Coordinator
Reporting to: Associate Director, Photography
Working hours: 10.00am - 6.00pm, Monday to Friday 
Location: White Cube Bermondsey

Role Summary

The Digital Assets & Rights Coordinator is responsible for the stewardship, governance and day‑to‑day coordination of the gallery’s photography assets across all artists, programmes and core platforms. The role ensures that assets are accurately catalogued, easily accessible, rights‑compliant and fit for use across commercial, editorial and external contexts. This position sits within the Photography / Production function and operates as a key enabling role for teams across the gallery, including Sales, Digital, Press, Publications and external partners. The role combines digital asset management, rights administration, workflow governance and cross‑departmental support, with a strong focus on accuracy, consistency and operational efficiency.

Key Responsibilities:

Digital Asset & Archive Management:

• Manage the storage, organisation and lifecycle of all photography assets produced internally or received from external sources. Upload all imagery to core systems as soon as they are available, ensuring all image deadlines are met with commercial sensitivity and according to set KPI’s.
• Own asset ingest workflows, ensuring files are correctly catalogued, named, tagged and key-worded in line with gallery standards and rights requirements.
• Maintain and preserve digital assets across core systems including dedicated production server, DAM and PIM ensuring absolute availability of images at all times.
• Ensure assets are available and structured to support enterprise‑level content delivery across digital, editorial and commercial platforms.
• Enforce metadata standards, naming conventions and file‑structure consistency across all digital asset repositories.
• Archive RAW files and maintain a clear, logical digital archive structure to ensure assets are searchable and retrievable long‑term.
• Assist Head of Photography where necessary
• Work globally to ensure all imagery is consistent with house style and ensure absolute quality control

Workflow Governance & System Stewardship:

• Act as the operational owner of Photography’s production environment as the authoritative source for all photography assets ensuring images are tagged and archived according to best practice.
• Work closely with photographers, videographers and post‑production staff to optimise file structures, handover processes and asset lifecycles.
• Govern DAM and Production server workflows to ensure accuracy, consistency and compliance.
• Conduct regular audits of metadata quality, file integrity and rights compliance.
• Partner with IT and relevant stakeholders to support system improvements, troubleshoot issues and plan workflow enhancements.

Content Support & Quality Control:

• Assist Post Production Technician with producing to‑scale digital art mock‑ups and framing mock ups to support Sales, Digital and internal planning needs.
• Support image retouching and quality control processes, ensuring all assets meet gallery standards before distribution or publication.
• Troubleshoot asset‑related issues with internal teams and photographers to maintain consistent quality and usability.

Rights Management & Image Licensing:

• Maintain accurate and up‑to‑date copyright, licensing and usage information for artists and artworks.
• Track image usage, artist approvals and third‑party permissions across platforms and projects.
• Manage the Image Licensing enquiries via CRM and respond to enquiries in a timely and professional manner. 
• Work collaboratively with the Senior Director, Editorial, Head of Editorial and Secondary Research team to conduct image research and support licensing for monthly Salon presentations, White Cube publications and other agreed projects. Requests will be approved by the Head of Photography and scheduled according to departmental priorities, available capacity and agreed deadlines.
• For approved projects, source suitable imagery, establish copyright ownership and usage requirements, obtain permissions and licences, confirm credit lines, and maintain accurate records of approvals, restrictions and associated costs. Escalate complex rights, usage or budget decisions to the relevant Director-level owner or in house legal team.
• Source and supply images for use across publications, websites, social media, exhibitions.
• Ensure all assets carry correct metadata, captions and credits in line with licensing agreements and best practice.

Stakeholder Support & Collaboration:

• Respond to image requests from internal teams, ensuring assets are delivered efficiently and in line with brand and rights requirements.
• Work collaboratively across the business to maintain accurate, up‑to‑date imagery across platforms.
• Support onboarding and training for DAM users, providing clear guidance, documentation and best‑practice advice.
• Identify opportunities for continuous improvement in asset workflows, operational efficiency and digital archive management.

Application Deadline:

This role will close on Monday 26th October at 5:00 pm, and we reserve the right to close this vacancy early if we receive sufficient applications.

(Please note we are currently unable to offer sponsorship, nor guarantee future sponsorship opportunities, for this role).