Freelance Collections Documentation Specialist (Short-Term Contract) — Private Collection, Vancouver

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.