Administrator
Reports to: Kate Donohoe
Department: Admin
Location: Stansted Mountfitchet
Outline summary
Are you great with people with a proven track record for delivering excellent customer service?
Sworders is seeking a highly organised and motivated Administrator to join our team. The successful candidate will play a vital role in providing administrative support across various departments, ensuring smooth operations, and assisting with delivering exceptional customer service.
We are hoping to find someone with a proactive and flexible approach to working who would be able to contribute to a dynamic and growing business.
Responsibilities
Client Support
Providing front of house services for clients, greeting visitors, responding to questions to queries, including listing items for consignment and ensuring a positive visitors’ experiences at Sworders.
- Greet clients who visit reception areas in a warm and friendly professional manner
- Act as a first point of contact for clients, handling inquiries in a professional and timely manner.
- Maintain strong relationships with clients, ensuring their needs are met efficiently.
- Answer telephone calls received into Sworders offices in a professional manner, respond to clients’ enquiries where possible, or refer client to the correct department for a response
- Refer queries to the correct department for response, where this is appropriate
General Administration
- Provide day-to-day administrative support to the office and wider team.
- List items for consignment, where valuers or other staff are not available
- Comply with sworders policy on completing online entry forms
- Manage incoming and outgoing communications, including emails, phone calls, and post.
- Maintain accurate records, databases, and filing systems.
- Schedule and organise meetings, appointments, and events as needed.
- Prepare and distribute documents, reports, and presentations.
- Order and manage office supplies and handle other general office duties.
- Assist in maintaining and updating client records for AML compliance purposes.
- Liaise with the AML compliance team to report any concerns.
- Maintain a record of key transactions and check they comply with our policies.
Team Collaboration
Support valuation and other teams with the input of cataloguing, images and other information relating to client consignments and the auction process, including responding to condition report and bidding requests as well as post sale administrative responsibilities.
- Work closely with various departments to support business operations and processes.
- Uploading catalogued information provided by valuation staff onto Sworders database
- Accurately record cataloguing information into Sworders database, in line with Sworders house style
- Presale - monitor requests for condition reports, additional information, bidding enquires and respond within set timeframes
- Respond to requests for condition reports prior to sale, recording requests received via email onto Sworders database and provide all responses through it
- Accurately record commission and telephone bid requests, ensuring all information relating to AML is complied with
- Effectively record identification information on Sworders database
- Post-sale - identify requests for post-sale offers and refer to the correct department for response
Compliance
- Ensure familiarity and compliance with Sworders staff handbook and comply with all Sworders internal policies and procedures
- Attend Sworders events where appropriate and availability allows
- Provide support for Sworders initiatives and have a positive attitude to change and development
Person Specification
Skills and Qualifications
- Previous experience in an administrative role.
- Strong organisational skills and attention to detail.
- Excellent written and verbal communication skills.
- Ability to manage multiple tasks and prioritise effectively.
- Familiarity with AML regulations is a plus, but training will be provided.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Willingness to learn and adapt to new challenges.
What We Offer
Family First
- Flexible working: We are committed to providing flexibility in how and where work is performed to support our diverse workforce
Wellbeing
- Employee Assistance Programme: A confidential service offering resources to help you navigate personal and professional challenges
- Company events: Seasonal parties, school connections, charitable initiatives, and more
- Breaks: Encouraging regular breaks throughout the day, including the flexibility to take as long as needed for lunch
Development
- Education & Growth: We support and encourage staff to expand their skills and experiences through both internal and external opportunities
Sustainability
- Climate Perks: We offer paid 'journey days' to staff who choose land or sea travel over flying for holidays, empowering employees to act on their values
- Free onsite parking: at our main Auction House
…and much more!
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 – jowinter@sworder.co.uk