Associate Collections Manager

New York Foundation for the Arts; New York (NY); On-site; USD 70,000 - 95,000; Full time

Benefits offered by this job

Daily lunch provided

Medical and dental coverage included

Cell phone paid after three months

Gym membership paid after three months

Job summary

New York Foundation for the Arts seeks an organized Associate Collections Manager to support our Collections Managers in the care and administration of established private art collections.

Responsibilities include liaising with galleries and auction houses for invoices and artwork details, coordinating domestic and international shipments, preparing installation checklists, coordinating framing and conservation, managing loans and donations, and maintaining accurate collection records in our

Qualifications

• Five+ years in registrar, collections management, or fine-art logistics.
• Excellent written and verbal communication skills.
• Strong organizational skills with meticulous attention to detail.
• Ability to manage multiple priorities in a fast-paced environment while maintaining accuracy.

Responsibilities

• Liaise with galleries and auction houses to obtain invoices, artwork details, dimensions, and packing specifications.
• Coordinate domestic and international art shipments and installations with fine-art logistics companies.
• Prepare detailed installation checklists.
• Coordinate framing, conservation, and condition reporting as required.
• Manage museum and gallery loans and charitable donations.
• Assist with consignments by coordinating with galleries and auction houses, reviewing contracts, and organizing logistics.
• Maintain collection records through database entry and historical file organization.
• Reconcile client invoices and storage inventories.
• Coordinate appraisals with third-party appraisers.

Skills

Communication

Organization

Multitasking

Discretion

Project management

Tools

ArtBase

ArtSystems

TMS

Microsoft Excel

Outlook

Adobe Acrobat

Mac OS

Job description

A well‑established art advisory is seeking a highly organized Associate Collections Manager to support our Collections Managers in the care and administration of established private art collections.

The role encompasses acquisitions, logistics, collection documentation, loans, consignments, installations, appraisals, and database management, requiring exceptional attention to detail, discretion, and project‑management skills. As a small team, we value flexibility, collaboration, and willingness to assist across a variety of responsibilities. The ideal candidate will be available to begin as soon as possible and work Monday through Friday, 10:00 a.m. to 6:00 p.m.

Benefits

• Daily lunch provided
• Medical and dental coverage included on top of salary
• Cell phone paid after three months
• Gym membership paid after three months

Responsibilities

• Liaise with galleries and auction houses to obtain invoices, artwork details, dimensions, and packing specifications.
• Coordinate domestic and international art shipments and installations with fine‑art logistics companies.
• Prepare detailed installation checklists.
• Coordinate framing, conservation, and condition reporting as required.
• Manage museum and gallery loans and charitable donations.
• Assist with consignments by coordinating with galleries and auction houses, reviewing contracts, and organizing logistics.
• Maintain collection records through database entry and historical file organization.
• Reconcile client invoices and storage inventories.
• Coordinate appraisals with third‑party appraisers.

Qualifications

• Minimum of five years of registrar, collections management, or fine‑art logistics experience.
• Exceptional written and verbal communication skills.
• Strong organizational skills with meticulous attention to detail.
• Ability to manage multiple priorities in a fast‑paced environment while maintaining accuracy.
• Proactive, resourceful, and solution‑oriented.
• Proficiency with collection management databases (such as ArtBase, ArtSystems, or TMS), Microsoft Excel, Outlook, Adobe Acrobat, and Mac operating systems.
• Professional discretion and willingness to execute a confidentiality agreement.