Administrator

PRIMARY FUNCTION

The Administrator plays a vital role in supporting sale administration and coordination. The administrator will act as a liaison on behalf of the Watch Department for both internal and external clients with a focus on generating consignment contracts, maintaining compliance requirements, coordinating with marketing, and all aspects of client account settlement.  The Administrator works closely with the Senior Administrator, who will be responsible for assigning tasks between them.

This role is tailored toward a candidate who has strong organisational and client service skills, is deadline-driven and able to problem-solve on a daily basis in a changing environment. This is an excellent early career opportunity for someone looking for a path in Business or Project Management.

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.

Applicants must have a valid Swiss work permit to apply.

DUTIES AND RESPONSIBILITIES 

Main Responsibilities:

Work closely with the Department Head, specialists, Business Director and Senior Administrator for all administrative tasks linked to the administration of auctions, both pre-sale and post-sale, with consignors and buyers.

Issue consignor contracts, liaise with specialists for sending contracts to clients, and ensure all contracts are agreed and fully signed before the sale (or before the international tour, when applicable).

Request and track necessary KYC (Know Your Client) documents as well as W8/W9 forms, liaising with Client Accounting and Legal teams as necessary.

Maintain and actively coordinate each auction by tracking and updating excel list and consignor files with all applicable contract terms.

Work in coordination with all other support functions (finance, legal, marketing, valuations, etc.) and record data using internal systems as required.

Liaise with the client accounting department to ensure accurate post-sale and settlement processes.

Maintain department files, Excel files and internal database.

Provide support for the department by fielding department phone calls, answering client queries in a professional manner and liaising with Phillips specialists and support departments where necessary.

The administrator may also be requested to assist with:

Organising previews and scheduling dealer view appointments on calendar, liaising with Viewing Assistants.

Working with the watch specialists to ensure the safe is organised at all times.

Assisting in the viewing room during sale week.

Participating in telephone bidding.

Performing any other ad-hoc duties as requested.

Education, professional skills and experience

BA/BS or comparable working experience working with clients preferred

1 year of professional experience desired.

Proficiency in Microsoft Office Software (Excel, Outlook, Word and PowerPoint), required.

Language skills in addition to French and English, are desirable.

Personal attributes

Excellent time management skills with the ability to work under pressure and prioritise to meet strict deadlines.

Excellent organisational skills with strong attention to detail.

Ability to communicate professionally with a wide variety of people, including superior written and spoken communication.

Ability to work individually on own initiative and as part of a team.

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.