Bids & Post-Sale Services Coordinator, New York

PRIMARY FUNCTION

To support and assist the Bids & Post-Sale Services Manager with all Bids tasks in the lead up to and during each auction, and continue assisting successful clients as part of the Post-Sale Services team. Cooperate with global Client Operations teams to support best practices, ensure consistent client experience, and achieve global alignment in service strategy and technology applications. 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 

Work closely with the Bids & Post-Sale Services Manager to ensure smooth operation of the Bids Department in New York;

Receive phone calls and e-mails for the Bids Department, responding to basic questions in a polite, professional, and timely manner;

Register telephone and absentee bids upon submission for sales in all regions;

Check bidder registrations against the database to ensure records are accurate; updating and following up as needed;

Manage multiple online bidding systems and platforms, requesting additional information and registering bidders as necessary;

Create new accounts in the database for new bidders wherever necessary, adhering to Phillips’s common practices.

Assist with auction room staffing;

Organise all registered phone bids and allocate appropriately to Phillips’s staff on auction day;

Troubleshoot problems for both clients and colleagues as the sale progresses;

Liaise with specialist departments prior to the sale to provide information on bidders and interest levels;

Assist with Bids specific post-sale tasks, including bidder reports as necessary;

Work as part of the Post-Sale Services team assisting clients with purchases after each auction in New York and for global sales, as required, facilitating a seamless end-to-end bidding and buying experience;

Send out invoices to successful clients;

Liaise with third parties to gather shipping quotes - book or schedule shipments as required;

Liaise with internal Shipping and Client Accounts teams to track payments and deliveries;

Assist clients with shipping procedures and unfamiliar payment/finance processes;

Assist the Bids & Post-Sale Services Manager with sale status updates and settlement reports for the Specialist teams;

Additional responsibilities and expanded duties as identified and assigned by the Bids & Post-Sale Services Manager.

PROFESSIONAL SKILLS AND EXPERIENCE

Previous bids/auction experience preferred

Foreign languages: desirable

Intermediate knowledge of Microsoft Excel: desirable

EDUCATION AND TRAINING  

Art industry background desirable

PERSONAL ATTRIBUTES

Ability to work to strict deadlines and in high pressure situations.

Ability to deal effectively and efficiently with multiple tasks.

Excellent organisation skills.

Strong attention to detail.

Ability to communicate in a professional manner with a wide variety of people including superior written and spoken communication.

Ability to prioritise effectively and adjust as necessary.

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

Ability to learn Phillips’s internal processes and systems.

Computer literate.

Flexibility to work evenings and weekends as required.

WORKING CONDITIONS

Work primarily undertaken in our Park Avenue premises, with the opportunity to work remotely from home.

ADDITIONAL INFORMATION  

The hourly pay range for the role is $24.04-$26.44 per hour.