Private Sales & Exhibitions Coordinator

PRIMARY FUNCTION This position is responsible for supporting a wide range of administrative, legal, financial and logistical activities for Phillips' Private Sales and Phillips X Selling Exhibitions. Based in the New York office, the Private Sales Coordinator will report to the Head of Private Sales, Europe and will work closely with the Head of Global Exhibitions. The key deliverable for this role is to support Private Sales and Selling Exhibitions out of the US in contracting, shipping and invoicing as well as facilitating the support of sales and fulfillment for selling exhibitions done through ecommerce. This position will also be responsible for working on special projects which originate out of the US, but touch Phillips global offices as needed. The objective of the role is follow all processes and guidelines relevant to each location in order to achieve seamless Private Sales and Exhibition transactions worldwide. Phillips values a workforce with a wide variety of experiences, backgrounds and skills, so we encourage you to apply even if you do not meet all of the qualifications. DUTIES AND RESPONSIBILITIES Create contracts for Private Sales and Selling Exhibitions working with the Legal department when necessary. Maintain Private Sales transactions tracker and Selling Exhibitions runners in coordination with colleagues globally Coordinate inbound shipping, receipt, and examination of Private Sale and Selling Exhibition property committed to Phillips for Private Sales and Selling Exhibitions. Liaising closely with Client Accounts, deliver fully reviewed and accurate documentation to complete the invoicing and settlement of sales. Perform all due diligence related to the artwork, including consulting the Art Loss Register, and to the client, including AML/KYC requirements Coordinate post-sale shipping to buyers of Private Sale and Selling Exhibition works, or return to owner, as necessary Arrange approval of employee commissions with appropriate members of senior management in accordance with Phillips Private Sales policy and submit approved commissions to Finance for payment. Maintain relevant files, corporate documents, databases and systems in an efficient manner Maintain all data relating to the exhibitions and private sales using internal systems (Gavel, Auction Tools, CDS etc.) Receive phone calls for the department. Answering basic questions in a polite and professional manner and fielding calls from inquiring parties. Liaise with clients as well as internal staff from all departments, including coordinating with Private Sales colleagues globally. Compose and edit correspondence, reports, memoranda and other material required for the role Work on and support special projects and on specific administrative, financial, logistics tasks as required Work at auctions participating in telephone or online bidding, bid clerking and any other duties as required Perform any other ad-hoc duties as necessary PROFESSIONAL SKILLS AND EDUCATIONAL EXPERIENCE Bachelor's degree, required, interest in Art preferred but not required Administration, Operations or Finance background desirable Numerate, and with the ability to learn and understand currency conversions and local tax considerations per transaction Computer and AI literate and proficient in Microsoft Office Software (Excel, Outlook, Word and PowerPoint), required Experience in organizing global shipping and logistics preferred. Excellent organization skills High level of attention to detail Ability to communicate in a professional manner with a wide variety of people including superior written and oral communication. Ability to work to strict deadlines and in high pressure situations Ability to learn and communicate Phillips' internal processes and systems Computer literate and proficient in Microsoft Office Software (Excel, Outlook, Word and PowerPoint), required. PERSONAL ATTRIBUTES Ability to communicate in a professional manner with a wide variety of people including written and verbal communication Excellent time management skills with the ability to work under pressure and prioritize to meet strict deadlines Ability to work individually on own initiative and as part of a team Ability to deal effectively and efficiently with multiple tasks while maintaining meticulous attention to detail Proactive with excellent organization skills Ability to work professionally and collaboratively with all other areas within the business 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 Park Avenue location and at the LIC warehouse Flexibility with working hours including some evenings and weekends ADDITIONAL INFORMATION The hourly pay range for this role is $21.63-$24.04 per hour.

Created: 2024-11-05