PRIMARY FUNCTION
As a Sale Coordinator you are responsible for coordination of the lifecycle of property throughout the sale process, from arrival through to sale. As part of the Modern & Contemporary Art team, the Sale Coordinator will collaborate across teams globally to ensure the critical object and sale related components are delivered.
This dynamic role is ideal for a candidate who thrives in a fast-paced environment, enjoys multi-tasking and working within the Specialist Department, coordinating activity leading up to the sales. Phillips values a workforce with a wide variety of experiences, backgrounds and skills and we encourage you to apply even if you do not meet all of the qualifications.
DUTIES AND RESPONSIBILITIES
• With cataloguers, arrange for property to be authenticated; where necessary, in line with various committee deadlines; Ensure costs are tracked via Purchase Orders on the sale runner and consignment tab; Ensure these movements align with the overall Production schedule of objects for sale.
• Coordinate the movement of property with shipping coordinators and other sale department staff for third-party services (such as restorers, external experts, authentication committees, photographers); Ensure costs are tracked via Purchase Orders on the sale runner and consignment tab; Ensure these movements align with the overall Production schedule of objects for sale.
• Work closely with and support the Administrators, Seller’s Services.
• Book shipments as instructed by the Shipping Team and ensure property is arriving in a timely manner.
• Partner with Marketing to ensure the delivery of all consignment related marketing promises, including for media campaigns, events, tours, etc.
• Manage the Tours schedule; Coordinate with colleagues in Operations locally and Internationally on space; Coordinate with Shipping to organize movement of property between sites; coordinate with Business Managers for approvals and budget.
• Project Manage the Publishing workflow from cataloguing through to website publish; including:
o Working in partnership with the Digital Production team to ensure a streamlined website publishing process
o Lotting up the sale and working with Digital Production teams when re-lotting, no-lotting needs to occur
o Ensuring all lots are displaying the correct lot symbols
• Project manage the Image Photography and Editing workflow on behalf of the sale department. This includes:
o Ensuring the warehouse is aware of object arrival and is ready to photography upon arrival
o Ensuring photographers are clear on Magic vs Logic lots and have photo direction for Magic lots (And Logic lots when necessary)
o Ensuring Videographers are clear which lots will be video’d
o Tracking the sale dashboard and ensuring images are reviewed and approved by the sale team for publishing
• Manage departmental inventory alongside the Commercial office & Operations; tracking inventory, escalating to Heads of Sale & specialists to ensure disputes related to inventory are resolved and items that may be reoffered are placed in the next appropriate sale.
• Coordinate damage and insurance claims on behalf of the sales team, including restorers, finance and operations, to track objects through the process. For insurance liaise with Logistics Manager.
• Act as primary point of contact for Operations teams to manage the gallery install prior to sale, including but not limited to:
o Coordinating & Installing Lot Cards
o Managing all consignment related promises related to sale view
o Act as a general point of contact for all other colleagues, as it relates to managing various elements around the sale view (Install Photography, Press views, Interviews, etc)
• Tracking condition report readiness and ensuring these are complete prior to sale publish; Getting condition reports published Online; Sending condition reports to clients & colleagues, upon request; tracking condition report requests.
• Manage the return of RTOs
• Provide companywide support through participation in telephone bidding, bid clerking, conversion board, and other activities for auctions.
• Support the Head of Valuations & Senior Valuations Assistant to maintain and track a comprehensive pipeline of active Valuation projects, ensuring accurate records and timely completion.
• Prepare Valuation contracts and supporting documentation, ensuring compliance with USPAP standards and collaborating with Legal on complex and bespoke cases.
• Perform other ad-hoc duties as requested.
PROFESSIONAL SKILLS AND EXPERIENCE
• Strong computer literacy and proficiency in Microsoft Office (Excel, Outlook, Word and PowerPoint), required.
• At least 2+ years’ experience in administration and/or client service.
• Prior experience with NetSuite or systems used across Phillips desirable.
EDUCATION AND TRAINING
• Minimum education requirement of A-level or equivalent. We will consider applicants of all levels of education for the role.
• Languages can be desirable.
PERSONAL ATTRIBUTES
• Excellent time management, organization and prioritization skills with the ability to approach multiple tasks effectively and efficiently.
• Self-motivated, enthusiastic, and able to work both independently and as part of a team.
• Ability to work under pressure and meet strict deadlines to execute a high-volume sale.
• Client-centric mindset with exceptional communication skills used in a professional manner across a wide variety of people (both internal and external) in both written and verbal communication.
• A nimble problem solver with an entrepreneurial spirit.
• Meticulous attention to detail.
• Ability to handle confidential information discreetly and responsibly.
• Ability to learn Phillips’ internal programs, systems and software.
WORKING CONDITIONS
• Work is undertaken within an office environment in our Berkeley Square location.
• Additional working hours including some evenings and weekends as needed.
