Outbound Registrar

STAIR Galleries is a premier auction house specializing in fine art, collectibles, and high-value objects. We pride ourselves on exceptional client service, meticulous handling of property, and seamless post-sale experiences for buyers and consignors alike. Join our dynamic team and play a key role in ensuring smooth, accurate, and compliant property releases after every auction. Position Summary The Outbound Registrar is responsible for the accurate and timely release of property from inventory following auctions. This role manages the post-sale movement of objects to buyers and the return of unsold property to consignors, ensuring that all documentation, shipping coordination, and compliance requirements are met. The position plays a critical role in safeguarding property, supporting client service, and ensuring correct tax treatment through precise documentation and coordination. Reports directly to the Managing Director. Key Responsibilities Property Release & Inventory Control Coordinate the release of sold property to buyers upon confirmation of payment. Manage the return of unsold property to consignors in accordance with consignment agreements. Maintain accurate inventory records and ensure all property movements are properly documented in the system. Verify object identity, condition, and handling requirements prior to release. Shipping & Logistics Coordination Serve as the primary liaison between the auction house, buyers, sellers, agents, and approved third-party shippers. Coordinate domestic and international shipments, ensuring appropriate packing, insurance, and handling instructions are followed. Review and confirm that all shipping paperwork is complete and accurate. Ensure that delivery addresses on shipping documents exactly match the delivery address on buyer invoices. Tax & Compliance Oversight Confirm that shipping details align with invoicing to support accurate sales tax calculation and jurisdictional reporting. Flag discrepancies between invoices, delivery addresses, and shipping documentation for resolution prior to release. Support internal accounting and compliance teams by providing documentation related to shipments and the release of property. Client & Vendor Communication Communicate clearly and professionally with buyers and consignors regarding release timelines, shipping options, and requirements. Work collaboratively with shippers, art handlers, and finance to resolve issues efficiently. Process & Systems Support Utilize the auction house's systems to record property releases. Identify opportunities to improve post-sale workflows, documentation accuracy, and client experience. Adhere to established procedures while supporting the implementation of new systems or platforms. Qualifications & Skills Prior experience in an auction house, gallery, museum, fine art logistics, or similar object-based environment strongly preferred. Familiarity with shipping processes, bills of lading, and third-party logistics coordination. Strong attention to detail, particularly with addresses, documentation, and transactional accuracy. Understanding of sales tax implications related to shipping destinations is a plus. Excellent organizational and time-management skills, with the ability to manage multiple releases simultaneously. Clear, professional written and verbal communication skills. Comfort working with databases, inventory systems, and invoicing platforms. Why Join Us? At STAIR Galleries, you will be part of a dynamic and passionate team in a fast-paced, art-focused environment. This is an exciting opportunity to work closely with art and design professionals, interact with collectors from around the world, and contribute to the success of our auctions. STAIR is proud to offer a fascinating, fast paced work environment, and the following benefits: Medical Insurance (CDPHP Silver Plan) Health Reimbursement Account Dental and Vision Insurance Generous time off 401(k) with match Discretionary bonuses

Pay:

$26.00 - $29.00 per hour

Benefits:

Dental insurance Health insurance Paid time off Retirement plan Vision insurance Application Question(s): What are your hourly rate expectations?

Work Location:

In person