Job Description
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!