Central Receiving Registrar

Sotheby's; New York (NY); On-site; USD 10,000 - 60,000; Full time

Job summary

An established industry player is seeking a detail-oriented Central Receiving Registrar to manage the inventory and auction process. This role involves documenting incoming property, ensuring compliance with operational procedures, and collaborating across departments to facilitate logistics workflows. Ideal candidates will have a background in Registrar or Collections Management, with a strong understanding of fine and decorative arts. If you thrive in a fast-paced environment and possess excellent organizational and communication skills, this opportunity offers a chance to make a significant impact in a dynamic setting.

Qualifications

• 2+ years of experience in Registrar or Collections Management.
• General knowledge of fine and decorative arts is preferred.

Responsibilities

• Document and verify incoming property attributes including condition and dimensions.
• Coordinate inbound shipments and maintain compliance with operational procedures.

Skills

Attention to Detail

Organizational Skills

Time Management

Communication Skills

Team-oriented Approach

Ability to Handle Property Safely

Education

Bachelor's Degree

Job description

ABOUT SOTHEBY'S

Established in 1744, Sotheby’s is the world’s premier destination for art and luxury. Sotheby’s promotes access to and ownership of exceptional art and luxury objects through auctions and buy-now channels including private sales, e-commerce and retail. Our trusted global marketplace is supported by an industry-leading technology platform and a network of specialists spanning 40 countries and 70 categories which include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits, and Design, as well as collectible cars and real estate. Sotheby’s believes in the transformative power of art and culture and is committed to making our industries more inclusive, sustainable and collaborative.

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 hourly rate for this position ranges from $24.00 - $25.00/hour. 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.