Administration Assistant/ Receptionist
Administrative Officer/ Receptionist
Salary £17,000 per annum
An Administrative Officer/ Receptionist is required to join a small team in a busy Auction House.
The successful candidate will be a personable and presentable individual with excellent verbal and written communication skills and proficient in all aspects of office administration.
Please apply for this post only if you can clearly demonstrate how you fulfil all the essential criteria.
Applicants who do not fulfil these criteria will not be considered.
Five G.C.S.E’s (or equivalent ) Grade C or above, to include Maths and English
Strong administrative typing speed of approx 50wpm or more
Proficient in use of Microsoft office, including Word and Excel
Experience of office software/ databases.
Excellent people skills
Articulate and well-spoken
Strong organisational skills
Proven ability to work to deadlines
Previous experience of working in a customer facing environment
Qualifications in use of office systems
Proven skills in time management
As the front of house for a prestigious international fine art auctioneers, we expect the individual representing us to be wholly professional in manner and presentation. You will need to be able to handle a wide range of customers and enquiries with confidence and diplomacy. The ability to communicate in a personable and articulate manner, with a focus on superb customer service, is a cornerstone of the position.
As part of small team in a busy and often very varied working environment, the successful candidate will be flexible and adaptable to the changing demands of the working day. The ability to manage time efficiently, and to effectively organise daily office processes and paperwork is essential. In this position, correct input and application of customer and office data ensures that office processes work effectively, and that potentially costly errors are eliminated: the candidate will therefore be capable of working with precision, with excellent attention to detail.
With monthly general auctions and quarterly fine art sales to administrate, the individual will be required to work to deadlines in a sometimes pressured environment, and to be flexible to the demands of a changing workload and the requirements of other team members. The candidate will be enthusiastic and energetic; capable of both following changing instructions and using initiative within the role. Due to the nature of the work and environment, the successful applicant will also need to demonstrate that they are both conscientious and trustworthy in character.
Responsibilities include (but are not limited to):
Greeting members of the public in reception, responding to enquiries in person and by telephone
Running and administrating the cash office during auctions, including registering clients, inputting commission bids, updating online buyer registrations, taking payments, producing invoices and updating sale results during the auction
Providing receipts to vendors for goods entered for auction; explaining all terms and conditions, commissions and auction processes to customers
Entry of receipt information onto office database
Typing of auction cataloguing in preparation for production of vendors letters, lot labels and sale catalogues
Production of general sale catalogues
Production and administration of vendors pre and post sale advice letters, cheques and statements
Clerical duties including sending letters and catalogues, franking items for postage
Taking and following up payments post auction, updating office systems
Compiling and producing information and documents for probate and insurance valuations
Processing, organising and filing of office paperwork
Liaising with solicitors, estate agents and haulage companies regarding consignments from estates or individual clients
Liaising with franchised shippers and organising purchased goods for collection following Fine Art Auctions
Responding to all email enquiries and requests for information
Assistance prior to auctions with aspects of preparing the saleroom
Salary £17,000 per annum
Hours 8.30-5.00 Monday to Friday, with additional hours required on viewing days and occasionally where workload/ deadlines require.
Contact: Zoe Grant – Office Manager. Full CV’s and covering letter to firstname.lastname@example.org.