Wine Department Assistant - Essex

Reports to: Head of Wine
Department: Administration – Stansted
Location: Stansted Office, Cambridge Road, Stansted Mountfitchet, Essex, CM24 8GE

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Outline summary

The Wine Administrator plays a crucial role in supporting the operations of Sworder’s wine department. This position involves managing and coordinating various aspects of wine auctions, ensuring the smooth execution of sales, and providing administrative support to the wine department.

Responsibilities

Assist with the complete auction process including the day to day administration of the wine sales, by accurately cataloguing and documenting wine consignments for auction, including detailed descriptions, vintages, provenance, and any relevant historical information.

• Provide general administrative support to the wine department, including organising paperwork, maintaining files, stock control and managing correspondence.
• Safely and securely pack and wrap wine lots for storage, transport, or shipping, ensuring compliance with appropriate handling standards.
• Liaise with shipping team and clients to arrange collection, delivery, and storage of wine lots, providing all necessary documentation and ensuring timely and efficient logistics.

Respond to emails and telephone calls, ensuring responses are within set timeframes and are answered in a professional manner, including appropriate sign off and contact details for further correspondence.

• Developing and liaising client management by communicating with consignors and potential buyers, providing information on auction procedures, estimates, and any inquiries related to the wine lots.
• Collaborate with wine specialist to assess and evaluate the quality and value of consigned wines and send valuations.
• Planning, developing and assisting in the preparation of auction catalogue materials.
• Processing after sales to ensure smooth sales.
• Ensure use of Sworders standard templates for responding to clients.

Have a proactive approach and flexibility to working, to provide support for other teams, including coverage for annual leave, sickness and peaks in workflow.

• Be flexible in approach to support for administrators, including rotational coverage for leave and sickness, if required.
• Ensure compliance with Sworders internal policies and procedures, including, but not limited to data protection and security, Sworders inhouse style for cataloguing.

Adhere to Sworders internal policies and procedures.

• Ensure familiarity and compliance with Sworders staff handbook and comply with all Sworders internal policies and procedures, including but not limited to Data Protection and Privacy Policies, Anti-Money Laundering processes.
• Attend sworders events where appropriate and availability allows.
• Provide support for Sworders initiatives and have a positive attitude to change and development.

Person Specification

Essential Skills

• Outstanding customer service skills and telephone manner
• Ability to multitask
• Knowledge of excel and databases
• Excellent organisational and communication skills with outstanding attention to detail
• The ability to manage your own workload and be proactive in improving services
• Proven track record of working to deadlines
• A good team player with flexibility to provide support across company offices
• Computer literate with a good working knowledge of Microsoft applications
• Good typing skills and the ability to accurately enter data

Desirable Skills

• Knowledge of wine is not essential but would be advantageous

What we offer!

Family first

• Flexible working, we are committed to providing flexibility in how and where work is performed to accommodate our diverse workforce.

Wellbeing

• Employee Assistance Programme, our range of confidential services and resources is here to help you navigate personal and professional challenges.
• Company events, seasonal parties, connections with schools, charitable contributions and more
• Breaks, encourage staff to have a break during the day including the flexibility to take as long as you need

Development

• Education, we offer and encourage our staff to further develop their experiences, both through internal and external avenues.

Sustainability

• We are proud to be an accredited Climate Perks employer, offering up to two additional paid “journey days” on top of standard annual leave to staff who elect to travel via land or sea as opposed to flying when travelling abroad – empowering them to act on their values
• Free onsite parking: at our main Auction Rooms

Salary

We are looking for a part-time role 2 days per week.

Dependent on experience

If you are enthusiastic and looking to establish yourself in an exciting role please send your CV with a brief covering letter outlining why you are perfect for Sworders to Jo Winter – [email protected]