Junior Cataloguer / Department Assistant (Wine Jobs: Management & Administration)

Key Objectives: This is a dual faceted role responsible for the cataloguing and research of objects for the Russian Works of Art sales as-well as supporting the Head of Department in the general day-to-day functioning of the department. Candidates must have experience handling and cataloguing objects coupled with strong organisation and attention to detail to ensure the smooth running of the department.

Junior Cataloguer Responsibilities:

• Working with the Head of Department to Catalogue and research items for Russian Works of Art Sales:
  • Provide expertise, research and catalogue objects to the highest standard according to scheduled deadlines
  • Using department library and research materials to accurately apply WOA provenance
  • Draw upon knowledge and research to write scholarly catalogue entries
  • With the HOD, use expert and market knowledge to apply estimates for valuation and insurance purposes
  • Ensuring that all photography for printed and online catalogues is completed in a timely manner
  • Co-ordinating research, both internally and with external experts
  • Assisting with paste-ups and layouts
  • Liaising with Catalogue Production and the necessary support departments
  • Assisting with data input into the Cataloguing and  Client System
• Liaising with outside restorers and organising restoration of objects.
• Writing and producing proposals for new business.
• Dealing with day-to-day client enquiries at the counter, by email and on the telephone.
• Writing condition reports and responding to estimate enquiries and general correspondence.
• Assisting with the maintenance of departmental archives and the library.
• Work with the Administrators, providing accurate information on all consignments and assisting them with the Inventory review.

Sale-related Responsibilities:

• Pre- and post-sale reporting.
• Sending out condition reports.
• Sale room labels and sale room notices.
• Processing telephone bid requests.
• Post sale payment enquiries.
• Follow up clients for collection of BI’s and NSV property.
• Data input, including the completion of shipping regulatory screens.

Departmental Assistant Responsibilities:

• Completing expense reports for the Head of Department.
• Booking travel arrangements for the Head of Department.
• Booking travel arrangements for VIP clients.
• Coordinating departmental diary, messages, and ad-hoc tasks while the HOD is travelling or away.
• Deal with incoming and outgoing departmental correspondence.
• Liaising with Marketing and Press, with a focus on social media outreach.
• Facilitate day to day processes; act as a bridge for fluid communication between internal departments and the Head of  Department.
• Answer enquiries regarding previous sale results and property offered by Sotheby’s.
• Producing all estimate request and NSV correspondence.
• Assisting with organisation and administration of Travex.
• Maintaining department stationery and office supplies.
• Maintaining departmental archives, library and research materials, creating new filing systems and archiving old files.
• Work with the department administrator, the location and movement of property within the department.
• General administrative duties as required, including the implementation of new initiatives.
• Operating at all times in accordance with the company’s rules on compliance and corporate governance.

Skills / Competencies / Experience:

• Educated to degree level or equivalent, ideally having specialised in History of Art.
• Must be a native Russian speaker and fluent in English;  knowledge of other European language would be an advantage.
• Some knowledge of or experience with objects (silver, jewellery, porcelain, bronzes) and, ideally, Russian objects (Fabergé, icons) is essential.
• Possess excellent communication skills, both written and spoken.
• Possess excellent secretarial skills.
• Be well organised, with a good eye for detail and the ability to prioritise tasks.
• Computer literate; excellent knowledge of Word and Excel is essential.
• First class research skills.
• The ability to work effectively individually and in a team and to ‘pitch in’ when required; crucially, must be willing to work late hours and weekends during catalogue deadline.
• Ability to work well under pressure, and a flexible approach to a wide range of tasks.
• A commitment to an exemplary level of client service.
• Self-motivated with enthusiasm to learn.
• Proven ability of meeting deadlines.
• Understanding of Sotheby’s and its culture and services, and of the auction process in general.