Position Summary
The Client Services & Office Administrator supports the daily front-office, client-service, payment, intake, and administrative functions of Artefact Auction. This role acts as a first point of contact for buyers, consignors, and general inquiries, while helping keep office records, payment flow, drop-off coordination, paperwork, and auction-cycle administrative systems organized and current.
This is a client-facing administrative role. The successful candidate must be organized, professional, self-directed, detail-oriented, and comfortable supporting a busy auction environment with changing priorities.
Key Responsibilities
Client Service and Communication
- Answer phones and emails in a timely, professional, and courteous manner.
- Respond to general buyer, consignor, and public inquiries regarding auctions, previews, payments, pickups, drop-offs, and office procedures.
- Direct inquiries to the appropriate team member and escalate important, sensitive, or complex matters to management or the relevant team member.
- Maintain a calm, respectful, and professional manner when assisting clients, including during busy, difficult, or time-sensitive situations.
- Support a positive and polished client experience at the front desk and throughout general office interactions.
Payments and Buyer Support
- Process all accepted payment types for auction purchases in accordance with company procedures.
- Issue, organize, or assist with receipts, payment confirmations, and related payment documentation.
- Assist buyers with general payment and pickup questions from the front desk.
- Flag unusual payment issues, invoice questions, or client concerns for the appropriate team member.
- Help maintain accurate administrative records related to payments, receipts, and client transactions.
Intake, Drop-Off, and Inventory Administration
- Assist with booking item drop-offs and coordinating intake timing with consignors and internal team members.
- Help monitor expected and received item quantities during the intake process.
- Assist during drop-offs with basic item flow, tagging, paperwork completion, and paperwork review.
- Update inventory spreadsheets and related tracking documents as items are received.
- Check for missing information, incomplete paperwork, quantity discrepancies, or intake issues and bring them to the appropriate team member.
- Support the team in keeping intake and inventory records organized, clear, and up to date.
Preview and Pickup Support
- Provide front-desk and reception support during auction previews and pickup periods.
- Greet clients, answer general questions, and direct buyers or visitors to the appropriate area or team member.
- Help maintain an organized client flow during previews, pickups, and other active auction-cycle moments.
- Assist with basic paperwork, payment, pickup, and client-service needs from the desk.
Office Administration and Organization
- Manage office supplies, filing, and general office organization.
- Monitor and restock basic food, snack, kitchen, and office supplies as needed.
- Assist with receipts, expense tracking, and organizing financial documentation for review.
- Maintain organized shared files, forms, templates, and administrative records.
- Support general administrative projects, recurring office tasks, and other duties as assigned.
Software and Systems
- Use Google Workspace, including Gmail, Google Drive, Google Docs, and Google Sheets.
- Use Biddify, Artefact Auction’s online auction management software, for relevant auction, payment, and client-service workflows as assigned.
- Learn and follow Artefact Auction's internal systems, forms, procedures, and auction-cycle processes.
- Maintain accuracy and confidentiality when entering, updating, or handling client, consignor, buyer, payment, and inventory information.
Qualifications and Requirements
- Strong written and verbal communication skills, including professional phone and email etiquette.
- Strong organizational skills and attention to detail.
- Comfortable handling payments, receipts, client information, and basic administrative records.
- Confident using Google Workspace, especially Gmail, Google Drive, Google Docs, and Google Sheets.
- Comfortable learning new software, internal systems, and auction-specific procedures.
- Able to work independently, take initiative, manage recurring tasks, and ask for guidance when needed.
- Able to remain calm, courteous, and professional with clients and team members in a busy work environment.
- Previous experience in administration, client service, office coordination, reception, retail, an auction house, or a related professional environment is preferred.
Skills and Attributes
- Highly organized and detail-oriented.
- Self-directed, reliable, and able to take initiative.
- Professional, warm, and confident with clients and team members.
- Strong customer-service instincts and ability to handle difficult interactions with maturity.
- Computer-literate and comfortable working with spreadsheets and shared digital systems.
- Accurate with data entry, paperwork, payments, and follow-up tasks.
- Able to prioritize and adapt during active auction periods.
- Respectful of confidentiality, client privacy, and internal business information.
Additional Assets
The following are considered assets, but are not requirements for this specific role:
- A genuine interest in, familiarity with, or affinity for the arts, art history, interior design, furniture design, graphic design, antiques, jewelry, or luxury fashion.
- Experience in an auction house, gallery, museum, design-related business, luxury retail or service-oriented retail environment, personal property appraisal, estate downsizing, second-hand retail, or consignment-based business.
- Experience or interest in social media, content creation, digital storytelling, or brand presentation.
- Experience or interest in photography, video editing, photo editing, or Adobe Creative Suite applications such as Photoshop, Lightroom, Premiere Pro, or related software.
- Experience with website updates, website content management systems, front-end development, back-end development, or coding.
- Experience with high-touch client service, luxury retail, sales, or working with collectors, consignors, buyers, designers, estate clients, or other service-sensitive clientele.
Working Conditions and Physical Requirements
- Regular work is performed in an office, showroom, auction, and intake environment.
- The role requires regular use of a computer, phone, email, spreadsheets, and auction-related software.
- The role may require standing, walking, bending, moving through the showroom or intake area, and assisting with light item handling during drop-offs and pickups.
- Heavy lifting is not a core requirement. The employee must seek assistance for large, heavy, fragile, delicate, or uncertain items.
- Occasional part-time weekend support may be required during auction previews, pickups, special events, or peak sale-cycle periods.
Probation, Overtime, and Employment Standards
This position is subject to a 90-day probationary period, during which suitability for the role will be assessed. The probationary period does not limit any rights or obligations under applicable employment standards legislation.
Overtime, weekend hours, breaks, vacation, general holidays, and other employment matters will be handled in accordance with Alberta Employment Standards and applicable company policy.
General Statement
This job description is intended to describe the general nature and level of work performed by the employee in this role. It is not an exhaustive list of all duties, responsibilities, or qualifications. Duties may be adjusted as business needs evolve.
Pay: From $25.00 per hour
Benefits:
- Casual dress
- On-site parking
- Paid time off
- Profit sharing
- Store discount
Application question(s):
- Are you available to work in person in Calgary, Monday to Friday, 9:00 a.m. to 5:00 p.m.?
- Are you available and willing to provide occasional part-time weekend support?
- This role starts at $25/hour. Does this align with your expectations?
- Are you legally entitled to work in Canada?
- How would you describe your proficiency with Google Workspace, including Gmail, Google Drive, Google Docs, Google Sheets, and Google Calendar?
- Please tell us briefly about any other software, platforms, or digital tools you have used in previous roles, such as payment systems, point-of-sale systems, inventory systems, CRM tools, scheduling tools, bookkeeping software, Adobe Creative Suite, website platforms, or social media tools.
- Please briefly describe any relevant experience you have in administration, reception, client service, office coordination, retail, or in related environments such as auctions, galleries, design businesses, luxury retail, second-hand retail, estate services, appraisal, or consignment.
- Please briefly tell us about any interest in, familiarity with, or experience related to the arts, art history, interior design, furniture design, graphic design, antiques, jewelry, or luxury fashion.
- We are interested in what draws people to objects, art, design, and history. Tell us about an artist, designer, artwork, art/design style, or historical period that you personally connect with, and why.
- Just for fun: If you were in charge of setting the mood for one of our in-person auction previews, what song, artist, album, or playlist would you choose for the showroom?
- Is there anything you would like us to know about you, your experience, or why this role feels like a good fit that may not be fully captured in your resume?
Work Location: In person
