A London-based Independent Art Advisory company specialising in the management and care of both modern and historic collections, with both a domestic and international client base of museums, private collections and heritage organisations, is seeking a Maternity Cover PA/Office Manager on a part-time or full-time basis. This is a fixed-term contract covering the maternity leave of a permanent member of staff for a period of 12 months.
We are looking for a positive, self-motivated, organised, diligent and flexible individual with a high level of numeracy, accuracy, written communication, and IT skills. Reporting to the Director of the company, the post holder will be responsible for overseeing the running of the office and supporting the Director and working in conjunction with a Collections Manager. Experience in logistics and negotiation are important.
Working within a small team, confidentiality, discretion and accuracy is an essential part of this role. The position is based in central London (SW1A) with potentially some occasional remote home working possible by agreement, and occasional but rare overnight site visits to clients (2-3 times per year).
Detailed Job Description/Core Responsibilities
PA
- Diary management
- Travel arrangements
- Tracking expenses and charges
- Exhibition bookings, restaurant reservations etc
- Managing emails and assisting with correspondence
- Overseeing utilities and occasional personal property management
- Occasional family office-type support
Office Management
- Supporting the Director with new office refurbishments and improvements, and installation of Office Library
IT systems – managing the office computers, maintaining good running of IT systems, image management, overseeing of new systems and suggesting improvements as required. - Ordering of stationery and other office equipment as needed.
- Managing office storage
- Art handling – Wrapping and packing of art objects as required, including for postage and arranging safe postage.
- Ensuring compliance with AML regulations and maintaining records.
Processing of estimates and invoicing
- Preparing of restoration estimates for client approval and preparing of client invoices for purchases, services and upon completion of restoration projects.
- Preparing client account statements.
- Ensuring all invoices are compliant with HMRC VAT regulations in coordination with the accountant and bookkeeper.
Arranging transport and carriage for works
- Contacting carriers, obtaining accurate quotes for comparison and approval by the Director, negotiation of quotes, organising collection, overseeing transit and obtaining regular updates from carriers including supplying import/export documentation as required, condition checking, related insurance and co-ordinating deliveries to the office, restorers and clients.
Couriering
- Personally performing the collection and delivery of smaller works of art, either within London or occasionally within UK and ensuring all collections and deliveries are correctly receipted for insurance purposes and responsibly handled.
Bidding and acquisitions
- Monitoring upcoming domestic and international auctions and objects of interest and keeping diary updated, sending reminders in advance of sales to confirm bidding actions, arranging bid registrations sometimes at short notice, occasionally undertaking bidding by telephone and online, arranging post-sale processes including invoicing to clients, prompt payment of auction house invoices upon approval from the Director, organising collection with carriers as above.
Museum Plus (training can be provided)
- Assisting in the management of the existing Museum Plus system and ensuring data is kept up to date and accurate.
- Assisting with in-putting of data into excel spread sheet in preparation for migration onto Museum Plus for new client systems, ensuring high level of accuracy and completeness of information.
- Preparing of reports and managing reporting systems within Museum Plus
Preparing of client reports and presentations
- Preparing of illustrated PDF presentations on objects coming up at auction to be presented to clients following company style format, preparing of other reports as needed.
Management of insurance policies and value ceilings
- Regular and prompt contact with insurance broker, providing notice of shipping and movements for objects and ensuring that overall insurance limits are not breached or are otherwise managed.
- Overseeing renewals
Assisting in tracking of restoration projects
- Assisting in tracking of the restoration and conservation of objects including furniture, metalwork, framing and frame conservation, paintings conservation and ceramics.
Experience and requirements:
Essential:
- Confidentiality
- Excellent numeracy, written and verbal communication skills
- Good level of IT literacy – Mac, Microsoft Office and image management.
- Accuracy
- Diplomacy
- Ability for occasional overnight travel – on-site visits to clients etc
Desirable:
- Familiarity with auction processes and bidding
- Ability to work flexible hours occasionally as mutually agreed
Salary: Between £30k – £40k; part-time is pro rata