This position is a dual role, responsible for managing the administration for all New Now sales and coordination of Valuations in London. The sale administrator will act as a liaison on behalf of the Head of Sale and the 20th Century and Contemporary Art Department for both internal and external clients with a focus on managing consignment contracts, accounting for property inventory and handling all issues surrounding client account settlement. The Administrator of Valuations will act as the 20th Century & Contemporary Art department lead for the coordination and completion of valuation documents.
Receive phone calls for the department answering basic questions in a polite and professional manner and fielding calls from inquiring parties.
Issue client contracts for all upcoming New Now sales and after sales and record data using internal systems as required, checking consignment terms in line with Company policies and approval matrix.
Ensure all contracts and other paperwork are up to date/signed and returned to the department.
Check KYC / compliance documentation and gather missing documents where necessary.
Account for all inventory by maintaining consignor files and excel spreadsheets, including pending sale property.
Coordinate the collection and receipt of auction and private sale property with the shipping department and warehouse.
Arrange photography and cataloguing of artwork liaising with relevant departments.
Facilitate catalogue production with exacting attention to proofing, estimates, symbols, photography & lot order.
Ensure reserves are set in writing before and during the sale.
Liaise with the client accounting department to ensure accurate post-sale and settlement processes in line with Company policies and approval matrix.
Maintain Department Files, Excel files and internal database.
Aid the Head of Sale, Business Manager and Specialists with sale related tasks.
Coordinate with Global Valuations team and assist with major proposals as required.
Prepare valuations and any supporting documentation using Phillips internal systems with a high attention to detail.
Where necessary, proofread valuations on behalf of colleagues for final sign off.
Train department interns on valuations process and coordinate workflow where necessary.
Work collaboratively with other Phillips departments, and with external organisations as required.
Work at all auctions participating in telephone or online bidding, bid clerking and any other duties as required.
Perform any other ad-hoc duties as requested.