The ALR is hiring an Administrative Assistant

About us

The Art Loss Register is the world’s largest private database of lost and stolen art. Its range of services include the registration of losses, recovery services for the victims of theft and looting, and due diligence searching for museums, collectors, and the art trade. For more details, see our website at www.artloss.com.

The Role

We are looking for an Administrative Assistant to take on various roles within the company. The successful candidate will manage the UK auction houses for whom we check all lots annually above a pre-agreed threshold. They will also assist on our work with fairs for whom we check items going on display prior to the start of each fair. They will provide assistance with registrations on the database of items reported lost, stolen or claimed as well as assisting the recoveries team on research into potential claims once a match with an item on our database has been flagged. Finally, they will take an active role in the management of the database and its maintenance by testing new features and liaising with developers.

How to apply

Please send a cover email of no more than 300 words and your CV to [email protected] by 5:30pm BST on Friday 11th April. After 11th April, the recruitment team will review all applicants and determine which candidates will progress to the next stage with interviews scheduled to take place the week commencing Tuesday 22nd April.

Responsibilities

Client Management (20 – 25%)

  • Customer service/ liaising with UK auction house clients: answering questions and managing certificate requests.
  • Invoicing UK auction houses for yearly subscriptions: calculating yearly fees, chasing unpaid invoices and managing subscription changes.
  • Preparing yearly search reports for UK auction houses: liaising with search staff to obtain numbers, cross checking these statistics and providing final reports.
  • Managing and reporting on UK auction house revenue.
  • Keep an overview of matches and flags raised throughout the year.
  • Identifying, securing and onboarding new auction houses.

Art Fairs Administration (25% – Seasonal)

  • Invoicing certificates and tracking progress.
  • Drafting client reports.
  • Responding to exhibitor information requests and chasing pre-vetting lists.
  • Assisting with the review of items flagged against the database as potential matches.
  • Stand manning at our international art fairs may be required.

Recoveries Team Support (10%)

  • Assisting the team by reviewing items which are flagged against the database and completing object-based research.
  • Investigating and assessing potential claims and provide succinct summaries to senior members of the team.

Registrations Administration (10 -15%)

  • Follow up with clients on registrations submitted via the website.
  • Update web registrations with further information and invoice clients for payment.

IT Development (15 – 20%)

  • Testing out new IT system features prior to launch.
  • Documenting and reporting bugs and issues to the development team.
  • Liaising with the developers via email and project management tools.
  • An interest in developing an understanding of the database, finding solutions to system issues and investigating ways to improve IT systems efficiency.

Other Administration (10%)

  • Assisting the wider team with administrative tasks including but not limited to dealing with general enquiries from existing and potential clients about registrations of losses, claims and research.

Essential Candidate Requirements

  • Excellent prioritisation and organisation skills
  • Ability to handle conflicting priorities
  • Interest in IT development
  • Excel skills
  • Strong oral and written communication skills including the need to proactively call existing and potential clients.
  • Eagerness to build and strengthen relationships with clients.
  • The ability to travel to the company’s London office on a weekly basis with flexibility to work from home as well.
  • The applicant’s right to work in the UK or their gaining permission to work in the UK.

Working for the ALR

  • Salary: £27,000 pa, reviewed annually
  • 21 days of annual leave increasing to 25 days following one year of employment, plus bank holidays
  • Blackfriars-based office close to St Paul’s Cathedral
  • Private Health Insurance with Vitality, including Optical, Dental and Hearing cover
  • Private Pension held with Royal London
  • Cycle to Work Scheme with the Green Commute Initiative
  • Season Ticket Loan available
  • Friendly office with bi-annual pub quiz