Job Title

Collections & Bids Administrator (Operations)Position Title: Collections & Bids Administrator (Operations)Team/Department: OperationsEmployment Status: Full TimeEmployment Type: PermanentCore Hours: Monday to Friday, 9.00am to 5.30pm - Some evening and weekend work may be required during auction and exhibition periodsReports To: Operations ManagerKey Responsibilities Collections & Bids AdministratorThe Collections & Bids Administrator plays a pivotal role in the pre- and post-sale operations of Gibson''s, supporting the efficient management, movement and reconciliation of stock, whilst playing an important role of client bidding administration. This role is an interesting mix of client-facing, administrative and operational roles, requiring excellent organisation, clear communication and strong attention to detail, whilst contributing to general operational needs across the business.Collections and Stock ManagementManage inventory of sold and unsold items, ensuring accuracy and organisationCollaborate with the Operations Team and specialist departments to coordinate stock movement within storage and collections areasMaintain up-to-date physical and digital stock records, including inventory management updatesSupport the transfer of items between departments and storage locationCollections, Client and Carrier CoordinationOrganise, prepare and manage all booked collection appointmentsProvide professional, front-facing support during collectionsProfessionally follow up with clients regarding uncollected items via phone and email, in a timely mannerAct as a confident, courteous point of contact between clients and third-party carriersObtain and coordinate transport quotes and collection logisticsPrepare and manage documentation for collections and shippingBids AdministrationRecord, process, and reconcile bids across all channels, including in-person, online, and telephoneMaintain accurate bidder accounts, ensuring deposits and payments are correctly recorded in conjunction with the Accounts DepartmentOperational and Workspace StandardsMaintain a clean, safe, and organised collections and storage environmentReturn set-up and collection materials to their designated locationsMonitor and restock equipment and handling materials as requiredCross-Department CoordinationWork closely with departments including Fine Art, Decorative Arts, Chinese & Asian Art, Luxury, Jewellery and Furniture to support stock management and movementAssist in coordinating departmental workflows and prioritiesPhysical Requirements and Operational SupportAssist with furniture movement and other manual handling tasksSupport operational needs for auction and exhibition set-upsAssist other departments or projects during peak periodsQualities and BehavioursReliable, flexible, and proactive in supporting operational prioritiesAble to work independently and collaboratively, following instructions when requiredOrganised, tidy, and consistently safety-focusedPersonable and professional in all interactions with clients, colleagues and stakeholdersSummaryThis role requires flexibility, reliability and a collaborative approach. While primarily focused on collections and bidding, the Administrator will also contribute to broader operational tasks to ensure the smooth running of the business. This position description serves as a guide and is not entirely exhaustive.To apply, send a cover letter and CV to [email protected] #J-18808-Ljbffr