Assistant Manager/Manager (Collections)

IN BRIEF This role provides essential administrative and operational support for of the National Collection under the Singapore Art Museum's stewardship. The position supports the full lifecycle of the Museum's collection management processes including acquisitions, documentation, artwork movements, loans, transport, and institutional reporting, in close coordination with the Heritage Conservation Centre (HCC), the Curatorial, Production, Learning, Patronage teams, and external partners. The role requires strong organisational skills, attention to detail, and the ability to work closely with different stakeholders to ensure that collection information, processes, and documentation are accurate, accessible, and well maintained. KEY RESPONSIBILITIES 1. Acquisitions Administration & Documentation Support the administration of artwork acquisition workflow and related procedures, including: Prepare acquisition documents Liaise with external parties on logistical matters, such as freight and transport of artworks. Arrange delivery of artworks and receive them at HCC. Assist with financial payments. Ensure compliance with documentation requirements. Maintain orderly records of all acquisitions and related expenses/payments for budget tracking purposes. 2. Collection Records, Data & Institutional Reporting Support the organization, maintenance, and reporting of collection information, including: Tabulate statistics for institutional reporting requirements Perform data entry, scanning of images and organisation of collection information as well as other tasks assigned related to collection administration. Provide administrative assistance and support for SAM Acquisition Committee meetings. Liaise and co-ordinate with the public and institutions on Collection artwork image requests, including cross-checking copyright and obtaining approval for image release Assist with periodic stocktaking exercise of the collection, both at HCC and SAM. Coordinate meetings relating to the National Collection and record notes/minutes of meetings. Maintain accurate and accessible collection records to support retrieval, reporting, and internal reference. 3. Loans, Movements & HCC Coordination Support Collection exhibitions organised by SAM or loans to other institutions, including: Manage and facilitate the administration of exhibition artefact lists and loan requests. Retrieve artworks for conservation and access purposes in coordination with HCC/ Conservation departments. Facilitate and coordinate curatorial and other viewings. Maintain and support packing/unpacking for installation/de-installation, according to HCC procedures, instructions and guidelines. Maintain proper documentation of collection presentation and loans according to procedures, instructions and guidelines. Track artwork movements, location updates, and related documentation in a timely and accurate manner. 4. Collection Access & Internal Facilitation Support internal access to collection information for curatorial, programmes, learning, production, patronage, and interpretation-related work. Serve as the key user and internal champion for the collection management system, supporting data accuracy, consistent usage, and timely updates across collection records. Assist in retrieving and consolidating collection information, images, object details, and documentation for internal teams where required. Help ensure that collection information is organised and usable across departments. Support the preparation of collection-related materials for presentations, donor discussions, public access, and internal planning. 5. Process, Budget & Administrative Support Track collection-related administrative processes and follow up on outstanding actions with relevant teams. Assist in monitoring collection-related expenses, payment status, and budget records where required. Support improvements to collection workflows, templates, filing systems, and documentation practices. Maintain clear records of correspondence, approvals, meeting notes, and follow-up actions related to collection matters. Undertake other related duties and projects, as assigned. Qualifications Degree holder with minimum 3 years of experience in a relevant field Good written and interpersonal communication skills Organised, possess positive work ethics and attitude Responsible and self-motivated individual with interest in contemporary art Good attention to detail for creating and maintaining records and documents Strong time-management and organisational skills, with the ability to multi-task Excellent communication & customer-oriented skills with ability to deal effectively with people at all levels Enjoy teamwork and supporting collaborative projects Competent in Microsoft Words, PowerPoint, Excel and relevant museum-collections related software