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.