Key Responsibilities and Required Skills for Auction Assistant

🎯 Role Definition

The Auction Assistant supports auction house operations across pre-sale, live sale, and post-sale activities. This role is focused on lot intake and processing, cataloguing, condition reporting, bidder/customer support, inventory and logistics coordination, and accurate post-sale invoicing and settlements. The ideal candidate balances meticulous administrative skills, strong client-facing communication, and practical knowledge of online bidding platforms and auction workflows. This description is optimized for ATS and search engines with relevant keywords: auction assistant, lot processing, cataloguing, condition reports, bidder registration, online bidding, shipping coordination, post-auction settlements, consignment management.

📈 Career Progression

Typical Career Path

Entry Point From:

Gallery Assistant or Front Desk Associate with exposure to sales or collections.
Administrative Assistant or Customer Service Representative with retail/arts background.
Shipping & Receiving Clerk or Warehouse Associate with inventory experience.

Advancement To:

Senior Auction Assistant
Cataloguer / Cataloguing Specialist
Consignment Manager / Client Services Manager
Auction Coordinator or Operations Manager

Lateral Moves:

Registrar or Collections Coordinator
E-commerce or Online Sales Specialist
Photography and Imaging Specialist for cultural institutions

Core Responsibilities

Primary Functions

Manage incoming consignments from initial phone/email inquiries through to intake: schedule inspections, confirm provenance documentation, create intake records, and prepare lots for cataloguing with clear chain-of-custody procedures.
Conduct thorough condition reporting for each lot, documenting detailed written notes and high-quality photographs that meet cataloguing standards and support buyer expectations and legal disclosures.
Prepare and maintain accurate lot records in the auction management system (AMS), ensuring all metadata, dimensions, provenance, estimates, and reserve information are correctly entered and maintained.
Assist the cataloguing team by researching artist biographies, auction histories, comparative sales, and market data to draft descriptive catalog entries and suggested estimates for review by senior cataloguers.
Coordinate and execute professional photography and imaging of lots, including studio setup, lighting, retouching basic images, and uploading optimized photos to online platforms and the internal digital asset management system.
Support online sale listing and e-commerce integration: format descriptions, tag items for search, schedule listings, and liaise with digital marketing to ensure accurate cross-channel promotion.
Register bidders and consignors for live and online auctions, verify identification and required documentation, create bidder numbers/accounts, and maintain up-to-date bidder databases with preferences and limits.
Provide prompt, professional client service to consignors, buyers, and internal teams by answering inquiries, offering status updates, troubleshooting access issues for online bidders, and escalating complex issues to management.
Manage absentee bids, phone bids, and live/incremental bidding processes, coordinating with auctioneers and floor staff to ensure bids are recorded accurately and in compliance with auction rules.
Oversee lot movement and staging in the sale room or warehouse: coordinate receiving, tagging, cataloguing locations, secure storage, and staging for viewing and sale day presentations.
Facilitate condition checks and pre-sale viewings for clients and specialists, arranging appointments, preparing display spaces, and briefing specialists on relevant lot histories and issues.
Execute invoicing and post-sale settlements: calculate buyer’s premium, taxes, shipping, and other fees; generate accurate invoices; communicate payment terms; and follow up with outstanding balances.
Coordinate packing, shipping, and collection logistics for sold and unsold lots: provide shipping quotes, arrange third-party carriers/freight forwarders, supervise packaging standards for fragile or high-value items, and ensure tracking and insurance documentation.
Reconcile and update inventory records post-auction, process returns or re-list unsold items, update location statuses in the AMS, and hand off items for storage, collection, or shipping.
Assist with sale room operations during live auctions: set up lot sequences, check sound/AV equipment, confirm lot order with the auctioneer, monitor timers, and provide floor support to bidders and clerks.
Maintain compliance with legal and regulatory requirements relating to cultural property, export controls, sales tax collection, anti-money laundering (AML) policies, and internal auctionhouse terms and conditions.
Produce and distribute sale catalogs, condition reports, and promotional materials in print and digital formats, ensuring accuracy, brand consistency, and timely delivery to clients and marketing channels.
Analyze pre-sale and post-sale data to prepare performance reports, bid activity summaries, and market intelligence to inform estimating, consignment outreach, and merchandising decisions.
Support valuation and estimate requests by compiling sale comparables, market trends, and dealer/auctionhouse insights to assist specialists in providing realistic pre-sale estimates to consignors.
Train and mentor junior administrative staff and temporary auction assistants for sale periods, including standard operating procedures for intake, condition reporting, bidder registration, and lot handling.
Maintain and organize auction tools, packing materials, display systems, and inventory signage; ensure storage and back-office areas meet health and safety standards and inventory security protocols.
Liaise with legal, finance, and compliance teams to respond to title research queries, release of proceeds, lien checks, and to manage any disputes or claims arising from sales.
Initiate and maintain relationships with external vendors, restoration specialists, photographers, shippers, and storage providers to streamline operational workflows and vendor cost-efficiency.
Participate in off-site valuations, estate visits, and client meetings as needed to assess potential consignments, present auction services, and capture items for upcoming sales.

Secondary Functions

Support ad-hoc data requests and exploratory data analysis.
Contribute to the organization's data strategy and roadmap.
Collaborate with business units to translate data needs into engineering requirements.
Participate in sprint planning and agile ceremonies within the data engineering team.
Assist marketing with preparing item highlights, social content, and email campaign inputs based on selling points and client interest.
Participate in continuous improvement initiatives to streamline intake-to-invoice processes and reduce time-to-sale metrics.
Support special projects such as private sales, timed online auctions, charity events, and offsite exhibitions when required.

Required Skills & Competencies

Hard Skills (Technical)

Proven experience with auction management systems (e.g., The Saleroom, Artsystems, Invaluable/Proxibid integrations, LiveAuctioneers integrations, or similar AMS platforms) and accurate lot/data entry.
Strong technical photography skills: studio set-up, lighting control, image composition, basic retouching, and upload workflows for digital catalogs and ecommerce.
Proficiency with Microsoft Office Suite (Excel for inventory tracking, pivot tables, and reconciliation) and Google Workspace for collaboration.
Familiarity with CRM systems (e.g., Salesforce, HubSpot, or industry-specific CRMs) for bidder and consignor management.
Basic knowledge of shipping logistics and freight quoting tools, including working knowledge of packaging standards, insurance, and customs documentation for international shipments.
Competence in drafting clear, market-oriented catalog descriptions and condition reports including standardized terminology and disclosure best practices.
Experience handling bidder registration, payment processing, invoicing systems, and post-sale accounting workflows; familiarity with credit card processors and ACH/wire procedures.
Ability to perform provenance and title research using auction databases, library resources, and online sale records.
Working knowledge of online bidding platforms and integrations (LiveAuctioneers, Invaluable, Bidsquare, Proxibid) and troubleshooting bidder access or proxy bidding issues.
Familiarity with intellectual property and export/import regulatory considerations for cultural property, including AML and other compliance frameworks.

Soft Skills

Exceptional attention to detail and accuracy in documentation, record keeping, and condition reporting.
Strong verbal and written communication skills to liaise with collectors, dealers, consignors, and internal teams.
Customer-focused mindset with diplomacy and professionalism in high-value sales and sensitive provenance situations.
Excellent organizational and time-management skills to manage competing deadlines across multiple auctions and consignments.
Problem-solving aptitude and ability to remain calm under pressure during live auctions or logistical challenges.
Team player who can collaborate across cataloguing, operations, marketing, and finance to deliver seamless sale experiences.
Adaptability and willingness to learn new systems, market segments, and digital sales models.
Ethical judgment and discretion with confidential client information and high-value items.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent; solid administrative, customer service, or retail experience.

Preferred Education:

Bachelor’s degree in Art History, Fine Arts, Museum Studies, Business Administration, Logistics, or a related field.

Relevant Fields of Study:

Art History
Fine Arts / Studio Arts
Museum Studies / Cultural Heritage
Business Administration / Management
Logistics & Supply Chain
Communications or Marketing

Experience Requirements

Typical Experience Range: 1–4 years in galleries, auction houses, museums, antiques retail, shipping/freight, or related customer-facing roles.

Preferred: 2–5 years direct auction house experience with exposure to cataloguing, lot processing, bidder registration, and post-sale settlements. Prior experience with digital sales platforms and photography is highly desirable.