Inventory and Logistics Executive

ROLE OUTLINE: Responsible for managing artwork logistics and inventory, including safe handling, storage, transportation, EXIM documentation, and vendor coordination

KEY DELIVERABLES:

Inventory Management

• Develop and maintain an inventory of artwork, ensuring that all accurate details of the pieces are accounted for (Artlogic) and properly stored.
• Plan photoshoots of artwork and update the correct images of the art work against the inventory details.
• Responsible for framing of the artwork before sending it for storage.
• Collaborate with the Accounts department to maintain regular book reconciliation on a weekly basis.
• Develop and implement procedures for the handling and storage of artwork to ensure that they are protected from damage or theft.
• Monitor daily in/out movements and prepare all types of gate passes
• Conduct physical stock audit of the artwork and the warehouse periodically.
• Coordinate for inventory audit ensuring storage upkeep and SOPs adherence.
• Develop and implement policies and procedures for the safe handling of heavy material/hazardous materials, such as pesticides or solvents required for storage.
• Arrange for Authenticity certificate for the artwork after procuring it from the artist for the gallery.

Operational Excellence – Logistics

• Coordinate the movement of artwork between gallery locations and exhibitions, ensuring that all pieces are properly documented and accounted for.
• Track the movement of the shipment until it reaches the desired location.
• Oversee the gallery's storage facilities, ensuring that they are secure and that artworks are stored in the proper condition.
• Manage and coordinate the packing (Foam, Corners, bubble wrap for local dispatches), crating, and shipping of artwork, including liaising with shipping companies, freight forwarders, and customs.
• Oversee and coordinate the installation and de-installation of artwork, ensuring that artwork is handled carefully and safely.
• Responsible for storage upkeep on weekly or monthly basis.

EXIM

• Coordinate with the bank for document and paper work for all exports ensuring compliance.
• Handle all the international logistics as per pre-defined checklist and guidelines for smooth logistics and delivery.
• Liaise with customs authorities and agents to ensure timely clearance of shipments while complying with applicable import/export laws.
• Maintain records of all export/import transactions, ensuring accuracy and audit readiness.
• Monitor international shipment timelines and proactively address any delays or issues to ensure artworks reach destinations securely.

Vendor Management

• Develop and maintain strong relationships with shipping companies, freight forwarders, and customs brokers to secure optimal service and pricing.
• Collaborate with insurance providers to ensure comprehensive coverage for artworks in transit and storage.
• Evaluate and onboard new logistics and storage vendors periodically to enhance service quality, reliability, and cost efficiency.

Commitment to Learning and Training

• Train and guide junior staff on logistics, inventory, and artwork handling procedures.
• Participates in formal and informal learning activities for personal and professional development.
• Learns and applies new methods and tools that facilitate work and bring in more efficiency.

CANDIDATE PROFILE & SKILL SET:

• Graduate/BBA in Supply Chain/operations Management or at least 5 years of experience in Inventory and logistics management, preferably in the art / Relocation companies with focus on import /export.
• Strong knowledge of art handling and packing techniques, as well as shipping regulations and requirements.
• Excellent organizational and managerial skills.
• Strong communication and interpersonal skills.
• Ability to manage multiple projects simultaneously and work under strict deadlines.
• Proficiency in computer software programs such as Google Office suite and art inventory management systems (Artlogic).