Collections & Bids Administrator (Operations)

Gibson's is seeking a motivated Collections & Bids Administrator (Operations) to assist in pre- and post- sale operations of our busy auction house.

Position Description Collections & Bids Administrator (Operations)

Position Title: Collections & Bids Administrator (Operations) Team/Department: Operations Employment Status: Full Time Employment Type: Permanent Core Hours: Monday to Friday, 9.00am to 5.30pm – Some evening and weekend work may be required during auction and exhibition periods Reports To: Operations Manager

Key Responsibilities – Collections & Bids Administrator

The 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 Management

• Manage inventory of sold and unsold items, ensuring accuracy and organisation
• Collaborate with the Operations Team and specialist departments to coordinate stock movement within storage and collections areas
• Maintain up-to-date physical and digital stock records, including inventory management updates
• Support the transfer of items between departments and storage location

Collections, Client and Carrier Coordination

• Organise, prepare and manage all booked collection appointments
• Provide professional, front-facing support during collections
• Professionally follow up with clients regarding uncollected items via phone and email, in a timely manner
• Act as a confident, courteous point of contact between clients and third-party carriers
• Obtain and coordinate transport quotes and collection logistics
• Prepare and manage documentation for collections and shipping

Bids Administration

• Record, process, and reconcile bids across all channels, including in-person, online, and telephone
• Maintain accurate bidder accounts, ensuring deposits and payments are correctly recorded in conjunction with the Accounts Department

Operational and Workspace Standards

• Maintain a clean, safe, and organised collections and storage environment
• Return set-up and collection materials to their designated locations
• Monitor and restock equipment and handling materials as required

Cross-Department Coordination

• Work closely with departments including Fine Art, Decorative Arts, Chinese & Asian Art, Jewellery and Furniture to support stock management and movement
• Assist in coordinating departmental workflows and priorities

Physical Requirements and Operational Support

• Assist with furniture movement and other manual handling tasks
• Support operational needs for auction and exhibition set-ups
• Assist other departments or projects during peak periods

Qualities and Behaviours

• Reliable, flexible, and proactive in supporting operational priorities
• Able to work independently and collaboratively, following instructions when required
• Organised, tidy, and consistently safety-focused
• Personable and professional in all interactions with clients, colleagues and stakeholders

Summary This 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.