Administrator

The Administrator provides administrative, financial and logistic support in managing the sale administration for the Modern & Contemporary Art department and to coordinate and/or execute all administrative tasks linked to the Modern & Contemporary Art sales in Hong Kong. Assist the Head of Department, Specialists, Senior Business Manager, and Administrators with any other tasks as required.

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 Senior Business Manager and Administrators as well as the Head of the Department and Specialists for all administrative tasks linked to the administration of auctions in Hong Kong: these tasks would start from the coordination of evaluations requests and the contract preparation with consignors to the potential follow-up of payment, collections and shipping delivery.
• Provide an excellent level of service for all administrative tasks involving answer general enquiries, work in coordination with all other support functions (finance, shipping, business management) and record data using internal systems as required.
• Assist to coordinate photography and cataloguing of all properties liaising with relevant departments (art department, photographers, specialists and business management).
• Assist to organize shipment of properties as required and liaise with the shipping department and other departments as necessary: this involves preparing relevant documentation but also liaising between clients, shipping department and specialists. This would apply to all import shipments and, in some cases, export shipments.
• Assist to liaise with the accounting department for the payment of invoices, the processing of check requests and relevant purchase orders.
• General enquiries: (1) Receive phone calls for the department answering general enquiries questions in a polite and professional manner. (2) Compose and edit correspondence, reports, memoranda and other material.(3) Meet and greet clients coming to the office and deal with various enquiries.
• Maintain Department Files, Excel files and internal database.
• Work at all auctions and participates in telephone bidding and any other duties as required.