Collections Registrar

• Manage and maintain accurate, complete, and consistent collection documentation and registration records.

• Review, validate, and maintain collection asset information, including identification, provenance, ownership, location, and associated records.

• Support the implementation and continuous improvement of registration procedures, workflows, and documentation standards.

• Collaborate with the CMS Specialist to ensure data quality, optimize workflows, and enhance collection information management.

• Lead and coordinate collection audits and inventory campaigns, including physical verification, discrepancy reporting, and corrective actions.

• Support acquisitions by preparing and updating documentation and registration records following approved decisions.

• Support emergency preparedness and response for collections by maintaining readiness plans, coordinating preparedness activities, and assisting with incident response and post-incident documentation.

• Prepare reports, correspondence, insurance documentation, damage reports, and other registration-related records.

• Ensure compliance with all Collections policies, procedures, and instructions to maintain consistent and controlled operations.

• Promote best practices, data accuracy, and continuous improvement across registration and documentation processes across the institution affiliated entities. 

Communication & Working Relationships

Internal

• Culture Sector
• Support Services Sector  

External

• Insurance providers
• Customs authorities  
• Art handlers, installers, photographers ,and art specialist contractors
• Exhibition designers and fabrication suppliers
• Registration consultants (when required)
• International museum partners and cultural institutions 

Qualifications, Experience, Competencies

Qualifications

• Bachelor’s degree in museum studies, Art History, Arts Management, Cultural Heritage, Archaeology, Information Science, or a related field.
• Professional certification in collections management, museum registration, or a related discipline is an advantage. ]

Experience

• Minimum of 3–5 years of professional experience in museum registration, collections management, or a related role within a museum, art foundations, cultural institution, or heritage organization.  
• Demonstrated experience in collection documentation, accessioning, cataloguing, inventory management, collection audits, and maintaining accurate collection records using a Collections Management System (CMS).
• Experience collaborating with curatorial, conservation, and other internal and external stakeholders to support collection management activities.
• Experience in budgeting, procurement, contract administration, and operational support related to collections is an advantage.

Competencies

• Strong project management and organizational capability, with the ability to manage multiple projects concurrently.
• Excellent written and verbal communication skills.
• High level of accuracy and attention to detail in documentation and records management.
• Sound knowledge of art handling, packing, collections documentation, insurance, and risk management procedures.
• Ability to perform effectively under pressure and meet deadlines.
• Strong analytical thinking and problem-solving skills.
• Proficiency in Microsoft Office applications and Collection Management Systems (CMS) databases.
• Ability to work collaboratively within multidisciplinary and multicultural teams.