Wine Auction Office Manager
Location: Leominster, Herefordshire
Brightwells is seeking a detail-oriented and proactive Wine Auction Office Manager to join our renowned auction house. This pivotal role oversees the entire auction office operation—from cataloguing and photography to post-sale administration and logistics. If you’re passionate about wine, possess strong administrative skills, and thrive in a fast-paced environment, we want to hear from you!
About Us
Brightwells provides tailored auction services for wine collectors, investors, and trade professionals. Privately owned and internationally renowned, we deliver significant financial returns, exceptional quality, and bespoke client experiences.
Key Responsibilities
Auction Preparation & Sales Setup
Create and configure sales on our auction software
Photograph each lot; ensure images and descriptions are accurate and of the highest standard
Catalogue and securely store wine lots prior to auction
Proofread lot entries; verify all vendor commissions and charges
Vendor & Buyer Liaison
Manage vendor paperwork (pre-sale advices, Auction Sale Agreements) in a timely manner
Answer queries by phone, email, or in person for both vendors and buyers
Deliver provisional offers, process late sales, and handle commission bids on sale day
Post-Sale Administration
Generate detailed Excel reports showing sale results and highest offers per vendor
Invoice buyers, including delivery charges where applicable; refund deposits; chase payments
Organise “wine in bond” transfers and manage follow-up queries
Calculate and process referrer commissions, liaising with referrers regarding invoices
Save and archive vendor statements
Logistics & Cellar Management
Oversee deliveries and collections—coordinate with buyers and the wider team to ensure smooth dispatch and receipt
Assist with packing wine securely for shipment (boxes, pallets)
Maintain cellar operations: stock handling, inspections, and adherence to HSE requirements
Arrange storage, display, and distribution of wine before and after auctions
Additional Duties
Perform basic wine valuation as you develop knowledge of our collections
Drive company or personal vehicles as needed for collections and deliveries
Skills & Experience
Strong computer literacy; comfortable with auction software, Excel, and digital photography equipment
Adaptability to new IT processes
Experience of marketing systems and online sales methods
Excellent attention to detail and proofreading skills
Effective communicator—calm, polite, and courteous with clients and colleagues
Ability to handle and lift cases of wine safely; familiarity with HSE legislation
Organised, reliable, and able to manage multiple tasks under tight deadlines
Full-time UK driving license
What We Offer
A collaborative, supportive environment within a privately owned, highly respected auction house
Opportunities to develop expertise in fine and rare wines, and grow into valuation and specialist roles
Competitive salary and pension contributions
Training and career progression in wine auctions and luxury goods sales
How to Apply
Please send your CV and a brief cover letter outlining your relevant experience by clicking "Fast Apply" with the subject line “Wine Auction Office Manager Application.”
Applications close: 31st August 2025
Join Brightwells and play a key role in bringing exceptional wine collections to market!