ADMINISTRATOR

SALE COORDINATION

·         Actively support an experienced Sale Team and high-volume sale.

·         Manage, track, and keep up to date an excel-based sale runner housing all critical sale related items.

·         Issue consignor contracts, including: requesting and tracking necessary ‘KYC’ (Know Your Client) documents, liaising with Client Accounting and Legal Department, recording data using internal systems, and updating client accounts.

·         Navigate complex financial structures, and exercise fluency in all details of contractual agreements by maintaining a special excel-based deal sheet for each sale.

·         Serve as liaison between Phillips’ Specialists and their clients as needed to ensure seamless client experience.

·         Proactively ensure all sale-related deadlines are met.

·         Help oversee the logistics of property intake and movement, working with the Shipping Department, Warehouse staff, Property Control, and Sale Teams to ensure timely arrivals and transfers, while paying close attention to deadlines, and liaising with consignors as necessary.

·         Facilitate digital catalogue production with detailed attention to lot order, estimates, symbols, and property titles.

·         Assist with exhibition installation, including but not limited to: liaising between shipping and operations regarding property arrivals, preparing and placing lot cards, and coordinating delivery of marketing materials.

·         Process purchase orders and track sale expenses, effectively managing sale costs and approvals together with Head of Department and Business Manager, in line with Company policies and approval matrix.

·         Work with Client Accounting Department to ensure accurate and seamless post‐sale and settlement processes for buyers, consignors, guarantors, and introductory commission recipients, including recording and processing post-sale offers, assisting with buyer shipments and managing return shipments of unsold property.          

·         Assist with drafting of valuation documents and coordination of proposal production, acting as a liaison between Trusts, Estates and Valuations clients and outside departments as necessary.

GENERAL

·         Work with the Photographs Department on all administrative and office duties.

·         Schedule meetings, assist with correspondence, and respond to invitations to maintain an accurate shared calendar.

·         Assist and support the Worldwide Head by responding to internal requests and calls, making travel arrangements, and submitting expense reports.

·         Provide one‐to‐one support for the department by fielding department phone calls, answering basic questions in a professional manner and liaising with Phillips Specialists and support departments where necessary.

·         Monitor the Photographs Department inbox for general inquiries, responding to clients as necessary.

·         Maintain relevant files, corporate documents, databases, and systems in an efficient manner.

·         Together with Cataloguer, manage and oversee tasks assigned to the departmental intern.

·         Work on special projects such as presentations, and on specific administrative, financial, logistics tasks as required.

·         Collaborate with individuals within the Sale Team, support departments and other sale administrators globally within the organization, making sure to appropriately escalate and problem solve where necessary.

·         Provide essential companywide support through participation in telephone bidding, bid clerking, conversion board, and other activities for auctions.

·         Perform any other ad-hoc duties as requested.