Head of Collections Office

vor 2 Wochen

Genf, Genf, Schweiz Lotus Partners Vollzeit

Description de poste

For one of our clients, a Geneva-based organisation, we are looking for a:

HEAD OF COLLECTIONS OFFICE

Job description

The Head of Collections Office is responsible for overseeing the management, documentation, and logistics of a private collection, while leading a small specialised team. This role combines operational coordination, systems administration, logistics oversight, and high-level administrative support within a demanding and confidential environment.

Team & Operations Management

  • Lead and supervise a team of 4 specialists.
  • Plan and allocate resources efficiently to ensure timely execution of tasks and projects.
  • Ensure continuity of daily operations while managing multiple priorities.

Collection Management

  • Oversee inventory updates, acquisitions, loans, and the physical movement of objects.
  • Ensure accurate documentation, data integrity, and audit trails for all items.
  • Maintain and control physical and digital inventory records.

CMS & Systems Administration

  • Act as administrator of the Collection Management System (CMS), including user management, system configuration, upgrades, and monitoring.
  • Coordinate system maintenance with software editors and hardware providers.
  • Ensure data security, backups, and system reliability.

Logistics & Movement Coordination

  • Prepare and manage logistics for transportation, exhibitions, loans, and storage.
  • Oversee all related documentation (contracts, certificates of authenticity, condition reports).
  • Monitor movements across multiple locations and ensure accurate system updates.

Administrative & Document Management

  • Ensure proper digitisation, archiving, and organisation of all collection-related documents.
  • Maintain secure, structured digital archives in line with confidentiality standards.

Internal & External Coordination

  • Maintain close communication with the collection owner, internal teams, consultants, and external partners (experts, restorers, transporters, galleries).
  • Support project coordination and ensure smooth information flow across stakeholders.

Required profile

  • Proven experience managing collections, artworks, furniture, or similar assets, with strong exposure to logistics and administration.
  • Solid understanding of transport, import/export, conservation, and documentation processes.
  • Strong IT skills, CMS administration, and digital archiving tools.
  • Excellent command of standard office software (Excel, Word, PowerPoint).
  • Excellent written and verbal communication skills.
  • Fluent in French and English; Spanish is an asset.

All files will be treated with the utmost confidentiality.

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