Administrator, Seller Services

Primary Function:

The Administrator will lead sale administration and business governance, supporting consignment gathering for sales from inception to completion, in accordance with company policies and best practices while delivering high-quality client service.

This dynamic role is ideal for a candidate who thrives in a fast-paced environment, enjoys multi-tasking and organizational tasks whilst coordinating all key processes leading up to the sales. The successful candidate will support sales across all departments.

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: 

Liaise with consignors and manage all aspects of consignment documentation throughout the sale cycle

Communicate with clients, shipping coordinators and overseas and regional offices to facilitate inbound shipments, obtain export licenses and arrange customs clearance in accordance with sale deadlines

Ensure all required legal and compliance documentation are obtained and on file including photo ID, proof of address, payment instruction and W8/9 forms

Collaborate with wider business to address consignor enquiries, resolve consignor issues and execute consignor transactions to ensure the highest level of client satisfaction

Manage consignment agreements and terms of sale including generating standard seller’s agreements, requesting special legal contracts, tracking receipt of all contracts, IC disclosures and IC recipient contracts

Work closely with Legal department, Seller Services Manager and Business Manager on sale agreements with complex, highly managed terms

Collaborate with Business Manager & Commercial Office with regards to extended payment terms, guarantees and irrevocable bids, ensuring all due diligence requirements are met

Work with Specialists, Compliance and Shipping to track all outstanding compliance issues and ensure they are resolved according to catalogue and sale deadlines

Set estimates and reserves in systems

Coordinate post-auction transactions including post-auction sales, sold-below reserves, account adjustments and cancelled sales

Obtain and action recommendations for unsold property and facilitate return to consignor shipment and/or collection

Follow pending payments with Post-Sale Buyer Services team

Liaise with clients to manage consignor expectations as it relates to late payments

Professional Skills and Experience:

Degree in administration, operations, management or related field preferred

At least 1+ years’ experience in administration and/or client service

Exceptional client service skills including strong verbal and written communication skills

Competencies in legal, finance and/or project management

Operationally minded

Ability to multi-task, prioritize and manage challenging deadlines

Creative problem solver with ability to act quickly and effectively under pressure

Highly organized and detail oriented

Self-motivated, enthusiastic, and able to work both independently and as part of a team

Strong knowledge of Microsoft Office – prior experience with NetSuite or other Phillips’ systems is desirable

Education and Training:

Bachelor’s degree, or equivalent work experience, trainings or certifications, required

Working Conditions:

Work is undertaken within an office environment in our West Kowloon location.

Additional working hours including some evenings and weekends as needed.