Sale Coordinator, Modern & Contemporary Art, London

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.

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.
• 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).
• 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.
• Project Manage the Publishing workflow from cataloguing through to website publish.
• Project manage the Image Photography and Editing workflow on behalf of the sale department.
• Manage departmental inventory alongside the Commercial office & Operations; tracking inventory, escalating to Heads of Sale & specialists to ensure disputes related to inventory are resolved.
• Coordinate damage and insurance claims on behalf of the sales team.
• Act as primary point of contact for Operations teams to manage the gallery install prior to sale.
• Track condition report readiness and ensure these are complete prior to sale publish.
• 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.
• Prepare Valuation contracts and supporting documentation, ensuring compliance with USPAP standards.
• 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.
• Self-motivated, enthusiastic, and able to work both independently and as part of a team.
• Ability to work under pressure and meet strict deadlines.
• Client-centric mindset with exceptional communication skills.
• 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.