Posted 07 March 2025

Post-Sale Services Coordinator 6 Months FTC

London

We are seeking a dynamic and detail-oriented Post-Sale Services Coordinator to support and assist the Bids & Post-Sale Services Manager with all Post-Sale tasks, beginning upon each auction launch, and continue assisting successful clients as part of the Post-Sale Services team, with a particular focus on outbound shipping management.

Duties and Responsibilities

  • Work as part of the Post-Sale Services team assisting clients with purchases after each auction in Europe, facilitating a seamless end-to-end bidding and buying experience.
  • Assist with sourcing provisional shipping estimates for prospective bidders to ensure the maximum number of potential buyers can participate in each auction.
  • Send out invoices to successful clients, ensuring correct contact information is reflected and incorporating requests for KYC and other outstanding information to complete Phillips’ records and legal requirements.
  • Troubleshoot technical issues or address any other queries clients may encounter post-sale.
  • Provide accurate lot data to third party shipping platforms.
  • Liaise with third party shipping providers, including Phillips partners at Mtec, to gather shipping estimates; book or schedule shipments as required.
  • Liaise with internal Shipping and Client Accounts teams to track payments and deliveries.
  • Maintain clear and regular communication with clients regarding delivery schedules and payment.
  • Provide outbound shipment documents, such as Pro-forma Invoices, when required to facilitate shipments.
  • Monitor and compile weekly lists for Phillips’ Customs Specialist covering the upcoming VAT export deadlines to ensure that property leaves the UK or is appropriately managed to avoid unnecessary fees.
  • Liaise with Customs Specialist and Client Accounts to ensure clients receive VAT refunds in a timely manner.
  • Update client details in the Phillips database and ensure client ID documentation (KYC) is accurate and up-to-date, adhering to Phillips’s common practices.
  • Maintain detailed records of all post-sale activities, ensuring accuracy and confidentiality.
  • Assist clients with shipping procedures and unfamiliar VAT/finance processes.
  • Ensure any property that is considered “aged” is appropriately passed over to the Gallery Registrar for Aged Property management at the correct time with clear notes regarding the progress thus far.
  • Maintain primary oversight and management of the Post-Sale Europe inbox on live auction days when the rest of the team is working on Bids and saleroom management.
  • Assist the Bids & Post-Sale Services Manager with sale status updates and settlement reports for the Specialist teams.
  • Additional responsibilities and expanded duties as identified and assigned by the Bids & Post-Sale Services Manager or the Head of Service Operations, Europe.

Professional Skills and Experience

  • Previous experience within an auction environment: desirable 
  • Intermediate knowledge of Microsoft Excel: desirable

Education and Training

  • Bachelor’s Degree preferred.
  • Fine Art Shipping experience preferred.

Personal Attributes

  • Ability to work to strict deadlines and in high pressure situations.
  • Ability to deal effectively and efficiently with multiple tasks.
  • Excellent organisation skills.
  • Strong attention to detail.
  • Ability to communicate in a professional manner with a wide variety of people, including superior written and spoken communication.
  • Ability to prioritise effectively and adjust as necessary.
  • Ability to work as part of a team and individually on own initiative.
  • Ability to learn Phillips’s internal processes and systems.
  • Computer literate.

Working Conditions

  • Work is primarily undertaken in our Berkeley Square building with the flexibility to work from the candidate’s own home.