Storage RegistrarSalary transparent

About Gander & WhiteGander & White is a full-service fine art logistics company serving private clients, museums, galleries, auction houses, and the interior design community.

With more than 89 years of experience and offices in the United States, the UK, and France, we are committed to maintaining the highest standards in fine art handling, storage, shipping, and logistics.We are seeking an experienced, organized, and detail-oriented Storage Registrar to join our Storage Department in Long Island City, NY.Position OverviewThe Storage Registrar is responsible for the administration and coordination of storage accounts, as well as maintaining the accuracy and integrity of our storage inventory and collection records.The role covers the full administrative cycle of storage accounts, from client inquiries and estimates through bookings, warehouse movements, invoicing, and final delivery.

It also includes maintaining inventory records, tracking item locations, coordinating storage releases and receipts, arranging client viewings, and ensuring that all movements are accurately documented in Moveware.Working closely with the Operations Manager, Warehouse Manager, and art-handling teams, the successful candidate will ensure that physical inventory, warehouse documentation, and digital records remain consistent and up to date.The position also involves coordinating domestic transportation, presentations of collections to clients and their representatives, and occasional international shipments.This role requires a strong administrative background, excellent organizational skills, meticulous attention to detail, and an understanding of the importance of accurate collection records when handling fine art, antiques, designer furniture, and other high-value property.Key Responsibilities1.

Storage Account Management & Client ServicesManage the day-to-day administration of storage accounts, including client requests, estimates, bookings, movements, invoicing, and account records.Coordinate storage receipts, releases, collections, deliveries, and transfers in collaboration with the warehouse and operations teams.Prepare estimates and coordinate domestic transportation, client viewings, collection presentations, and other services related to stored property.Communicate with clients and their representatives regarding scheduling, storage movements, viewing arrangements, costs, and service requirements.Coordinate viewing requests with the office and warehouse, ensuring that the necessary items, staff, and facilities are prepared in advance.Monitor outstanding requests and follow up to ensure that client requirements are handled promptly.Identify and resolve administrative or operational discrepancies affecting storage accounts and movements.2.

Storage Registrar & Inventory ControlMaintain accurate and up-to-date inventory records for all stored collections, ensuring that each item is properly identified and documented.Ensure that inventory descriptions, piece and package counts, dimensions, packaging types, storage locations, and relevant reference numbers are accurately recorded in Moveware.Maintain the integrity of storage records by ensuring that all receipts, releases, transfers, relocations, and other inventory movements are documented promptly.Reconcile physical warehouse inventory against Moveware records and supporting documentation, investigating and reporting discrepancies.Work closely with art handlers and warehouse personnel to obtain missing information, clarify item descriptions, verify locations, and resolve inventory inconsistencies.Ensure that items are correctly identified and labelled in accordance with company procedures, and that inventory records remain traceable throughout their storage lifecycle.Review incoming and outgoing storage documentation to ensure that item descriptions and quantities correspond with the physical property being received or released.Maintain supporting documentation, including inventory lists, condition reports, photographs where available, warehouse receipts, release notes, and movement records.Investigate discrepancies involving missing or unidentified items, incorrect locations, duplicate records, incomplete descriptions, or differences between physical inventory and digital records.Ensure that changes to storage locations and item status are accurately reflected in Moveware.Support periodic inventory checks and reconciliation exercises, working with warehouse management to address discrepancies and improve record accuracy.Maintain clear and organized digital records for each storage account, ensuring that information can be retrieved efficiently when required.3.

Warehouse & Operations CoordinationWork closely with the Operations Manager and Warehouse Manager to coordinate daily storage activities and movements.Liaise with art handlers to ensure that warehouse movements are properly recorded and inventory information is communicated to the office.Ensure that the appropriate Moveware references, labels, release notes, and supporting documents are available for warehouse operations.Follow up with the warehouse team on incomplete paperwork, missing labels, unidentified items, and outstanding location updates.Help maintain consistency between physical warehouse inventory, operational paperwork, and digital records.Coordinate with warehouse personnel to obtain the information needed to complete storage records and resolve discrepancies.Communicate operational issues that may affect inventory accuracy, client requests, scheduled movements, or storage account administration to the appropriate manager.4.

Project Management & Shipping CoordinationCoordinate storage-related projects from initial inquiry through completion, ensuring that all administrative and operational requirements are met.Arrange domestic transportation and, where required, international shipments in coordination with the relevant Gander & White departments, overseas branches, and partner agents.Coordinate with the Import/Export Department on international shipments, including bookings, documentation, and shipment status updates.Prepare and review shipping and warehouse documentation, including packing lists, bills of lading, waybills, release notes, and supporting records.Coordinate with packing, transportation, and warehouse teams to ensure that movements are properly planned and executed.Monitor project progress and address scheduling conflicts or discrepancies that could affect service delivery.Ensure that inventory records and storage account information are updated following completed projects and movements.5.

Administration & Financial ControlPrepare and issue estimates, booking confirmations, client communications, and invoices accurately and within established timeframes.Maintain organized and complete storage account files, ensuring that relevant correspondence, documentation, and records are readily accessible.Review vendor charges and client invoice packages for accuracy and completeness before submitting them for approval.Monitor outstanding administrative items and coordinate with the relevant departments to ensure timely invoicing and account follow-up.Follow company procedures, billing practices, and financial policies.6.

Systems & ProceduresDevelop and maintain a thorough working knowledge of Moveware and all relevant Gander & White systems, procedures, and policies.Ensure that all storage inventory and account information is entered accurately and updated promptly as activities and movements occur.Follow established procedures for inventory identification, labelling, receiving, releasing, transferring, and locating stored property.Work with the Operations Manager and Warehouse Manager to improve administrative accuracy, inventory control, and coordination between the office and warehouse.Maintain the confidentiality and integrity of client information, collection records, and inventory documentation.Qualifications & SkillsPrevious experience in fine art shipping, fine art logistics, gallery administration, museum or art institution coordination, registration, or collection management.Experience as a registrar, inventory coordinator, collections administrator, or in a similar role involving the documentation and tracking of valuable property is highly desirable.Familiarity with inventory management, object identification, storage records, movement documentation, and collection reconciliation.Strong administrative and organizational skills, with the ability to manage multiple accounts, projects, and deadlines simultaneously.Excellent written and verbal communication skills and a professional, client-focused approach.Meticulous attention to detail and a high level of accuracy when handling inventory records, documentation, estimates, and invoices.Ability to investigate discrepancies, follow through on outstanding issues, and maintain reliable records.Ability to work independently while collaborating effectively with office, warehouse, and operations teams.Proficiency in Microsoft Office and confidence using digital inventory and operating systems.

Experience with Moveware is an advantage.Basic knowledge of international shipping and import/export procedures is preferred but not essential; training can be provided.The Ideal CandidateThe ideal candidate combines strong administrative and project management skills with the accuracy and discipline of a registrar.

They understand the importance of maintaining reliable records for valuable collections and can ensure that every receipt, release, transfer, and change of location is properly documented.They will take ownership of storage account administration and inventory integrity, working collaboratively with office and warehouse teams to ensure that our physical inventory, Moveware records, and supporting documentation remain accurate, traceable, and consistent with Gander & White\'s standards.