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Administrator
NYFA
New York, NY, United States
Job Details - this job has expired, please see similar jobs below
Description
Primary Function:
This position is responsible for managing the administration for all New Now sales in New York. The sale administrator will act as a liaison on behalf of the Head of the New Now 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.
This role is also required to work directly with the Head of Latin American Art to manage and organize all aspects of her day to day activities, and work on specific administrative, financial, or logistical tasks as required.
Duties And Responsibilities:
Administrator
· Work with the Head New Now Sale on all administrative duties for the sale.
· Receive phone calls for the department answering basic questions in a polite and professional manner and fielding calls from inquiring parties.
· Compose and edit correspondence, reports, memoranda and other material.
· Issue client contracts for all upcoming New Now sales and after sales and record data using internal systems as required.
· 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.
· Liaise with the client accounting department to ensure accurate post-sale and settlement processes.
· Arrange photography and cataloguing of artwork liaising with relevant departments.
· Process Check Requests and Purchase Orders.
· Maintain Department Files, Excel files and internal database.
· Maintain relevant files, corporate documents, databases and systems in an efficient manner.
· Work on special projects and on specific administrative, financial, logistics tasks as required.
· Work on presentations – gather input from different team members – format and incorporate respective documents in (primarily) PowerPoint presentations.
· Assist with filing of documents and contracts.
· Work closely with individuals in other departments within the organization and external organizations 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.
Personal Assistant to Head of Latin American Art
· Account for all Latin inventory by maintaining excel spreadsheets, including sale allocations and pending property.
· Work on all administrative duties and any office duties as necessary. This includes accounting for all Latin inventory across sales by maintaining excel spreadsheets that track sale allocations and pending property.
· Compose and edit correspondence, reports, memoranda and other material.
· Respond to internal requests/calls on her behalf.
· Coordinate meetings, respond to invitations, schedule appointments and meetings (both external and internal) and maintain calendar accordingly ensuring all information is accurate and up to date.
· Maintain excellent communication with Head of Latin American Art and Associate Specialist, Latin American Art.
· Perform any other ad-hoc duties as requested.
Professional Skills And Experience:
· Computer literate and proficient in Microsoft Office Software (Excel, Outlook, Word and PowerPoint), required.
· A minimum of one year’s work experience in a similar role, preferred.
Education And Training:
· Art History background desirable.
· Bachelor’s degree, required.
Personal Attributes:
· Ability to communicate in a professional manner with a wide variety of people including superior written and verbal communication.
· Ability to work to strict deadlines and in high pressure situations.
· Ability to work individually on own initiative and as part of a team.
· Ability to deal effectively and efficiently with multiple tasks
· Excellent organization skills.
· Strong attention to detail.
· Ability to prioritize effectively and adjust with change.
· Ability to work professionally and collaboratively with all other areas within the business.
· Ability to handle confidential information discreetly and responsibly.
· Ability to learn Phillips’ internal programs, systems and software.
Working Conditions:
· Work is undertaken primarily within an office environment in our New York location.
· Ability to work evenings and weekends as necessary.