Freelance Collections Documentation Specialist - Private Collection

Job Description

Freelance Collections Documentation Specialist (Short-Term Contract) — Private Collection, Vancouver: We are seeking a detail-oriented independent contractor — ideally a Master's in Arts student, an early-career cataloger, archivist, or museum studies professional — to document and catalog a private collection of ethnographic and historical artifacts in Vancouver, BC, ahead of its relocation to the United States.

This is freelance, project-based work with a clearly defined 3–5 day scope — a good fit alongside coursework, a current gallery or museum position, or other freelance commitments, with no expectation of ongoing availability beyond the contract.   The collection, collector, and location are real and specific: you'll be working hands-on with a named private collection at a residence in Vancouver, not a speculative or crowdsourced listing.

• This is a short-term, intensive, on-site engagement working directly and collaboratively with the collector, an individual with deep personal and historical knowledge of each piece.   The work is collaborative and interview-driven: your role is to listen, ask good questions, photograph carefully, and translate what you learn into a clear, structured, and accurate written record.
• Each item will be assigned a unique catalog number generated directly within an Excel spreadsheet (with a unique catalog item number) as it is logged, and tagged on-site with a corresponding rubber band tag bearing that same number — keeping the physical item and its written record linked at every stage, through to final packing.

About the Collection

The collection includes a range of culturally and historically significant items (There Are No Munitions or Firearms), such as:

• Edged weapons (swords, daggers, knives)
• Defensive objects (shields, armor)
• Uniforms and adornments
• Ceremonial and ritual objects
• Cultural or status-related items
• Tools and utilitarian objects
• Decorative/display pieces
• Sculptures and statues
• Coins and emblems

Please Note: There Are No Munitions or Firearms.  The collection includes edged weapons and ceremonial items that may carry cultural, religious, or historical significance.   Applicants should be comfortable handling such items respectfully and discussing their history candidly with the collector.   No firearms are involved.

What You'll Do

• Conduct structured, in-person interviews with the collector to capture provenance, acquisition history, cultural context, and any biographical detail tied to each piece
• Take clear, well-lit reference photographs of each item (archival-quality preferred but not required — equipment can be discussed)
• Build and maintain a structured Excel spreadsheet (with unique catalog item number) inventory, assigning each item a unique, sequentially generated catalog number and logging: item description, dimensions/materials, condition notes, provenance, cultural/historical context, and photo references
• Attach a rubber band tag to each corresponding item, marked with the same unique catalog item number generated in the spreadsheet, so each physical piece stays clearly linked to its written record
• Flag any items where condition, fragility, or uncertain provenance may need special handling or further research
• Deliver a complete, organized package at contract end: Excel spreadsheet (with unique catalog Item number), photo files named with unique catalog item number generated in the spreadsheet, and any supplementary notes

Qualifications

What We're Looking For:

• Strong written communication skills — you'll be turning conversation into clear, well-organized documentation in real time
• Comfort and confidence working independently, with good judgment and attention to detail
• Some background or coursework in museum studies, archival work, anthropology, art history, journalism, or a related field is a plus, but not required — we're as interested in care and rigor as formal credentials
• Basic photography skills (a good camera or smartphone is fine; we'll provide guidance on archival photo standards)
• Comfortable spending extended time in a private home, working closely and respectfully with an older individual sharing personal items and stories
• Based in or able to work in Vancouver, BC for the duration of the contract

Working Arrangements & Support

• This work takes place at the collector's residence, with the collector or a household representative present throughout each session — you will not be asked to work alone in the home.
• You will have a named point of contact (the client) reachable by phone throughout the engagement, with a daily check-in expected at the start and end of each working day.
• A logistics partner (Denbigh Design) is separately engaged to handle final packing, crating, and shipping once your documentation is complete — that work is not part of this contract.
• Mileage/parking and any supplies needed (tags, labels) will be reimbursed or provided.

To Apply

• Please make sure your subject line is clear and properly formatted.  Application – [Job Title] – [Job Ref Code] – [Your Full Name].
• Click the job link, and please send a brief note describing relevant experience (formal or informal)
• 1–2 writing or documentation samples if available, and your availability within the 5 weeks
• We're especially open to applicants early in their careers — students and recent graduates in relevant fields are encouraged to apply.

Additional Information

As a condition of employment, all employees must meet the requirements of their roles: establish, manage, pursue, and achieve annual goals and objectives with Documented Goals for each of the firm's Eight ProSidian Global Competencies [1 - Personal Effectiveness | 2 - Continuous Learning | 3 - Leadership | 4 - Client Service | 5 - Business Management | 6 - Business Development | 7 - Technical Expertise | 8 - Innovation & Knowledge Sharing (Thought Leadership)]; and support all business development and other efforts on behalf of ProSidian.

Eight ProSidian Global Competencies

1. Personal Effectiveness – The ability to manage tasks, time, and relationships efficiently to achieve consistent, impactful results.
2. Continuous Learning – Ongoing pursuit of knowledge, skills, and adaptability to remain relevant, competent, and professionally competitive.
3. Leadership – Inspiring, guiding, and motivating others toward shared goals, fostering accountability, collaboration, and strategic organizational success.
4. Client Service – Delivering responsive, high-quality solutions that address client needs, build trust, and strengthen long-term partnerships.
5. Business Management – Coordinating people, processes, and resources to achieve strategic objectives, operational efficiency, and sustainable organizational performance.
6. Business Development – Identifying, pursuing, and securing growth opportunities through strategic relationships, market insight, and innovative solutions.
7. Technical Expertise – Applying specialized knowledge, analytical skills, and practical experience to solve complex problems with accuracy.
8. Innovation & Knowledge Sharing (Thought Leadership) – Generating creative solutions, sharing insights, and influencing industry direction through expertise, collaboration, and continuous improvement.

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OTHER REQUIREMENTS

• Business Tools – understanding and proficiency with business tools and technology, including Microsoft Office.  The ideal candidate is advanced with Excel, Access, Outlook, PowerPoint, and Word; proficient with Adobe Acrobat, data analytics tools, and Visio; and able to quickly learn other tools as needed.
• Business Tools – understanding and proficiency with business tools and technology, including Microsoft Office.  The ideal candidate is advanced with Excel, Access, Outlook, PowerPoint, and Word; proficient with Adobe Acrobat, data analytics tools, and Visio; and able to quickly learn other tools as needed.
• Commitment - to work with intelligent, interesting people with diverse backgrounds to solve the most significant challenges across private, public, and social sectors.
• Curiosity – the ideal candidate exhibits an inquisitive nature and the ability to question the status quo within a community they enjoy and among teams that work well together.
• Humility – exhibits grace in success and failure while doing meaningful work where skills have an impact and make a difference.
• Willingness - to constantly learn, share, and grow, and to view the world as their classroom.

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BENEFITS AND HIGHLIGHTS

ProSidian Employee Benefits and Highlights - Your health and well-being are vital to ProSidian. We invest in employees to support health and work-life balance. Our Employee Benefits Program promotes your health and well-being, including benefits for Full-Time Employees.

• Competitive Compensation: The pay range is competitive and includes health benefits, pre-tax employee benefits, and incentives. The company contributes a fixed dollar amount each month to the selected medical and dental plans, with the contributions deducted pre-tax.
• Group Medical / Dental / Vision Health Insurance Benefits: ProSidian partners with providers to offer eligible employees a range of medical and dental plans, including high-deductible health plans and PPOs, as well as high- and low-vision plans.
• 401(k) Retirement Savings Plan: The 401(k) Retirement Savings Plan allows eligible employees to save for retirement through various investment options and access to a financial planner. It operates as a pre-tax Safe Harbor plan with a company match.
• Vacation and Paid Time Off (PTO) Benefits: Eligible employees may use PTO for vacations, doctor's appointments, or personal events.  These benefits include 2 weeks of vacation, three sick days, 10 ProSidian holidays, and government holidays.
• Pre-Tax Payment Programs: Pre-Tax Payment Programs are premium-only plans (POPs) that provide eligible employees with a comprehensive Flexible Spending Account (FSA) Plan and associated tax benefits.
• Purchasing Discounts & Savings Plans: We aim to support your financial success with a Purchasing Discounts and Savings Plan through the Corporate Perks Benefit Program, offering eligible employees discounts on everyday products and services.
• Security Clearance: Due to the nature of our consulting engagements, a security clearance is necessary for engagement teams managing sensitive work in the Federal Marketplace.  Security clearance is a valuable asset in your professional portfolio, enhancing your credentials.
• ProSidian Employee & Contractor Referral Bonus Program: ProSidian can offer up to $5,000 in bonuses for referrals who remain employed for 90 days, based on candidates submitted through our Referral Program.
• Performance Incentives: Due to the nature of our consulting work, performance incentives are tied to each new client that employees assist in pursuing and supporting.
• Flexible Spending Account: FSAs let you cover eligible healthcare and daycare costs on a pre-tax basis. You estimate your annual expenses and allocate part of each paycheck to your FSA.
• Supplemental Life/Accidental Death and Dismemberment Insurance: If you want extra protection for yourself and your eligible dependents, you can choose supplemental life insurance.  D&D covers death or dismemberment resulting solely from an accident.
• Short- and Long-Term Disability Insurance: Disability insurance plans are designed to offer income protection during your recovery from a disability.

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ADDITIONAL INFORMATION - See Below Instructions On The Best Way To Apply

ProSidian is committed to equal opportunity employment, assessing qualified applicants without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or other protected characteristics.  All information is kept confidential in line with EEO standards.  The company supports the Hiring Our Heroes Program and the "I Hire Military" Initiative, encouraging all applicants—including veterans—to apply.  Our core value, "Honor Above All," emphasizes integrity, overcoming challenges, and striving for excellence.  To apply, visit https://www.prosidian.com/careers/ or send your resume, salary expectations, and job title or code to careers @ ProSidian.com.  Only qualified candidates will be reviewed.  Please make sure your subject line is clear and properly formatted.  Application – [Job Title] – [Job Ref Code] – [Your Full Name].

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Compensation: 30 to 35 (CAD) (HOURLY)