Administrator, Sotheby’s Collectors Group

RESPONSIBILITIES

Office Administration: responsible for providing day to day administrative support to the SCG department including, but not limited to:

• Answer telephones and maintain the department voice mailbox and client inquiries
• Assist with mail delivery and office supplies
• Circulate relevant emails, press releases, client property storage lists, event RSVP lists, etc
• Divide and distribute pre and post-sale reports to corresponding SCG reps
• Schedule meetings for team members and book conference rooms
• Proactively review Special Events calendar and identify potential event opportunities
• Act as the primary SAP user for SCG 
• Schedule and coordinate weekly communications meeting

Data Collection and Management: responsible for assisting with maintaining and updating the Client System, liaise with Client Development.  Updates include, but are not limited to:

• Maintain accurate contact information for all clients
• Relevant data for strategic marketing purposes, such as communication preferences, updating collecting areas of interest, philanthropic associations and other psychographic data
• Document client discussions
• Field survey results and make appropriate system and subscription changes
• Research and record client information found in periodicals etc

Client Service: responsible for assisting with all pre and post-sale activities including, but not limited to:

• Handle responses to condition report requests
• Assist with client bid registration and execution of bids
• Handle post sale issues for clients such as accounting, restoration and shipping
• Consignment related activities
• Appraisal administration and coordination
• Help maintain the input of significant contributions and introductions into the system

Events:  liaising with the Events teams and Client Strategy to make sure the SCG team members are up to date on the global events calendar and invitations to engage clients

Data: logging and documenting discussions and opportunities in CRM to better ensure a comprehensive tracking engagement system and demonstrate relationship progress 

IDEAL EXPERIENCE & COMPETENCIES

• Excellent communication (written and spoken) and interpersonal skills
• Creative problem solving ability
• Detail oriented, prioritization ability, organization skills and ability to work to strict deadlines
• Enthusiastic and calm under pressure, with a common sense approach and willingness to have a go at anything
• Committed, reliable and capable of working well as a part of a team
• Discretion vital
• Knowledge of Sotheby’s or the art industry; its culture and services beneficial; preferably of the US art market.
• Must be computer literate and capable of using Sotheby’s systems including: SAP, Client System, sothebys.com website
• Command of multiple languages useful

The proposed base salary for this position ranges from $50,000-$56,000. In addition to base salary successful candidates are eligible to receive a discretionary bonus, as well as a competitive benefits package. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered.