Freelance Collections Documentation Specialist – Short-Term Contract

This is a fully remote position, open to applicants in Canada.

📋 Description

• Conduct structured, face-to-face interviews with the collector to document provenance, acquisition history, cultural context, and any biographical details related to each item.

• Capture clear, well-lit reference photographs of each item (archival-quality preferred, but not mandatory — we can discuss equipment).

• Create and maintain a detailed Excel spreadsheet inventory (including a unique catalog item number), assigning each item a sequentially generated catalog number and logging: item description, dimensions/materials, condition notes, provenance, cultural/historical context, and photo references.

• Affix a rubber band tag to each corresponding item, labeled with the same unique catalog item number generated in the spreadsheet, ensuring each physical piece is clearly linked to its written record.

• Identify any items that may require special handling or further research due to condition, fragility, or uncertain provenance.

• Provide a complete, organized package at the end of the contract: Excel spreadsheet (with unique catalog item number), photo files named with the unique catalog item number generated in the spreadsheet, and any additional notes.

⛳️ Requirements

• Excellent written communication skills — you will transform conversations into clear, organized documentation in real time.

• Ability to work independently with confidence, demonstrating good judgment and attention to detail.

• A background or coursework in museum studies, archival work, anthropology, art history, journalism, or a related field is advantageous but not mandatory — we value dedication and thoroughness as much as formal qualifications.

• Fundamental photography skills (a good camera or smartphone will suffice; guidance on archival photo standards will be provided).

• Comfortably spend extended periods in a private residence, working closely and respectfully with an older individual sharing personal items and stories.

• Must be based in or able to work in Vancouver, BC for the duration of the contract.

🏝️ Benefits

• Competitive Compensation: The pay range is competitive and includes health benefits, pre-tax employee benefits, and incentives.

• Group Medical / Dental / Vision Health Insurance Benefits: ProSidian collaborates with providers to offer eligible employees a variety of medical and dental plans, including high-deductible health plans and PPOs, alongside high- and low-vision plans.

• 401(k) Retirement Savings Plan: The 401(k) Retirement Savings Plan enables eligible employees to save for retirement through diverse investment options and access to a financial planner. It functions as a pre-tax Safe Harbor plan with a company match.

• Vacation and Paid Time Off (PTO) Benefits: Eligible employees can use PTO for vacations, medical appointments, or personal events. These benefits encompass 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 required for teams managing sensitive work in the Federal Marketplace.

• ProSidian Employee & Contractor Referral Bonus Program: ProSidian offers up to $5,000 in bonuses for referrals who remain employed for 90 days, based on candidates submitted through our Referral Program.

• Performance Incentives: Performance incentives are linked to each new client that employees assist in pursuing and supporting.

• Flexible Spending Account: FSAs allow you to cover eligible healthcare and daycare expenses on a pre-tax basis. You can estimate your annual costs and allocate part of each paycheck to your FSA.

• Supplemental Life/Accidental Death and Dismemberment Insurance: For those seeking additional protection for themselves and their eligible dependents, supplemental life insurance is available. D&D covers death or dismemberment solely resulting from an accident.

• Short- and Long-Term Disability Insurance: Disability insurance plans aim to provide income protection during your recovery from a disability.