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.