PA/Collections Manager

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 PA/Collections Manager to work 4 days per week, or full time.

We are looking for a positive, self-motivated, organised, diligent and flexible individual with a high level of written communication, numeracy and IT skills. Reporting to the Director of the company, the postholder will be responsible for managing conservation projects, arranging domestic and international fine art transport and carriage, updating collections management systems (Museum Plus), overseeing acquisitions and bidding at auction, raising estimates and invoices, managing insurance, supporting the Director, and other related administration as required, including office diary and travel management. Experience with cataloguing and research is desirable.

Working within a small team, discretion, accuracy and confidentiality is an essential part of this role. The position is based in central London with potentially some 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:

Management of restoration projects

• Management of the restoration and conservation of objects including furniture, metalwork, framing and frame conservation, paintings conservation and ceramics. Managing each stage from conception to completion including liaising with and managing restorers and keeping records up to date.

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.

Bidding and acquisitions management

• 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, payment of auction house invoices upon approval from the Director, organising collection with carriers as above.

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.

Couriering

• Personally carrying out the collection and delivery of smaller objects, either within London or occasionally within UK and ensuring all collections and deliveries are correctly receipted for insurance purposes.

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.

Museum Plus management

• Managing existing MP system and ensuring data is kept up to date and accurate.
• 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 MP

Management of insurance policy 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.

Office

• Support to the Director - including diary management, travel arrangements, assisting with correspondence etc
• IT systems – keeping computers updated and maintaining good running of IT systems
• Ordering of stationery and other office equipment as needed.
• Art handling - Wrapping and packing of art objects as required, including for postage and arranging safe postage.

Experience and Requirements:

Essential

• Confidentiality
• Good 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

• Experience operating Museum Plus collections management software
• Experience with cataloguing and research
• Familiarity with auction processes
• Ability to work flexible hours occasionally as mutually agreed

Schedule: Part – time (4 days a week) or full-time

Start date: Asap