European Regional Coordinator

PRIMARY FUNCTION

Based in London, this role will provide administrative support Phillips' European regional offices (Italy, Germany, Belgium, and Portugal). The role will work closely with the auction and operation teams to ensure exceptional client service and transaction support for clients in these regions. The ideal candidate will have a strong understanding of auctions and the systems used by Phillips, and proven experience in delivering client service in a nuanced and fast-paced environment.

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

Pre-Sale Support

Directly support regional specialists in managing client activity and serve as liaison between Phillips’ top clients to ensure seamless client experience: including but not limited to consignment-related information, details, issues, and logistics.

Supply sale administrators with the information needed to generate consignment agreements and act as liaisons to facilitate the return of signed agreements and supporting documents (W8/9, KYC, payment instructions).

Working closely with the shipping department and sale administrator, be the point of contact for client collections and ensure all necessary compliance requirements are fulfilled, communicating directly with local shippers where necessary.

Coordinate regional consolidated shipments to major Phillips sale sites (London, New York, Hong Kong) to ensure best shipping rates.

Post Sale

Together with shipping, ensure the prompt closure of temporary export files with shippers to follow local government procedures and supply supporting documentation.

Work with client accounting, Post-Sale Services, and the sale teams to provide buyers with payment, shipping and collection support where needed.

Follow up with the administrator and client accounting for the consignment payment status.

Send settlement statements directly to consignors on behalf of the regional representative and specialists.

Liaise with the administrator, shipping, and client for the smooth return of unsold property.

General Support

Maintain an active list of consignments and business originating from the countries the role supports for the client and tracking purposes.

For regional offices with a physical presence, support the regional director/specialist where required to coordinate and present property for regional gallery events such as highlights.

REQUIREMENTS

• Minimum 3 years of experience in a similar auction house or internationally recognised gallery.


• Computer literate and proficient in Microsoft Office Software (Excel, Outlook, Word and PowerPoint), desirable


• Willingness to learn new skills


• Open-minded and driven attitude


• Great communication skills, with the ability to communicate with a wide variety of people from all backgrounds


• Excellent time management skills with the ability to work under pressure and prioritise to meet tight deadlines


• Confident working under own initiative and as part of a team.


• Ability to deal effectively and efficiently with multiple tasks.


• Proactive with excellent organisation skills.


• Excellent attention to detail.


• Ability to work professionally and collaboratively with all other areas within the business.


• Ability to handle confidential information discreetly and responsibly.


• Willing to Phillips’ internal programs, systems and software.


• Bachelor’s degree in art history or a related subject, preferred


• European languages desirable - ideally German, Italian, Portuguese and French

This position description is not intended to be an exhaustive list of duties, but it aims to highlight the typical responsibilities of the position. It may be reviewed at any time. The position holder may be requested to undertake other duties commensurate with the general level of the position.