Administrator - Temporary

Sotheby's

Responsibilities
Workhours

Responsibilities

Administration

  • Serve as a first point of contact for clients, providing exceptional client service.
  • Provide general office support, such as answer the department telephones, handle filing and upkeep of office, manage the postal meter, manage catalogue inventory, order office supplies, handle office mail, and update mailing list.
  • Monitor office email account, prepare auction estimate requests and draft nsv correspondence to the client.
  • Support client outreach such as events, educational programs, business development initiatives and charitable activities- including logistical details, budgeting, vendor coordination, invitations, lists and RSVPs
  • Understand and work with SAP, the Client System, Valuations system, and other databases
  • As appropriate, assist with obtaining all necessary documentation from clients, confirming reserves, disseminating accurate pre-sale and post-sale paperwork including contracts, sale and lot assignments, and sale statements, and follow-up on sale settlements for payment
  • As appropriate, assist clients with bidding and purchasing including obtaining condition reports and managing catalogue subscriptions
  • Follow up on unsold/BI and NSV property, return property to consignors as needed and release from inventory.
  • Assist with managing fine art sweep visits, including working with marketing department, sending out letters, and keeping appointments
  • Work with Regional in New York to process Toronto invoices and comply with corporate accounting procedures, create Purchase Order requests for office expenditures, civic contributions, and consignment related expenses
  • Manage monthly bank deposits and in-office accounting
  • Keep up to date as PO’s are processed for expenses, tickets, sponsorships etc.
  • Maintain tracking report for consigned furniture and decorative arts, jewelry and watches sent from Toronto Office to New York and other locations for sale
  • Help to manage inventory in Toronto office, reporting to Regional Operations on a monthly basis

Property and Inventory Management and Shipping

  • Create shipping quotes and work with NY shipping department to coordinate arrival of artwork within deadlines
  • Coordinate property pickups and complete condition reports for each object insured through Sotheby’s block
  • Receipt and take property into Toronto inventory and oversee collection at client’s residence as needed.
  • Advise clients of shipping quotes, or options for consignors to ship directly to selling location.
  • Maintain office supplies, including equipment replacement parts and Sotheby’s proposal materials.

Qualifications

  • Relevant work experience in a high volume environment showing exceptional organizational skills and attention to detail
  • Ability to perform multiple tasks simultaneously and efficiently meet constant deadlines
  • Ability to troubleshoot and solve problematic situations on a regular basis
  • Strong verbal and written communication skills, including excellent phone manner and proven client service skills
  • Strong IT processing skills e.g. MS Word, Excel, SAP and database knowledge (knowledge of Sotheby’s systems is preferable)
  • Discreet, dependable and mature with warm and client-focused temperament
  • Flexibility to work long hours, including evenings and weekends during sale and deadline periods
  • Enthusiasm about art and willingness to broaden knowledge

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Confirmed 4 hours ago. Posted 28 days ago.

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