ADMINISTRATOR

Hong Kong

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 Hong Kong Head of Auctions, Specialists and Senior Business Manager 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 as well as the Hong Kong Head of Auctions 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: - Receive phone calls for the department answering general enquiries questions in a polite and professional manner.
- Compose and edit correspondence, reports, memoranda and other material.
- 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.

Professional Skills and Experience

Computer literate and proficient in Microsoft Office Software (Excel, Outlook, Word and PowerPoint), required.
A minimum of two year’s work experience in a similar role, required.
Strong business sense and an excellent understanding of the art market.
Exceptional data mining, qualitative and analytical skills with ability to synthesize data and think conceptually.
Advanced Excel skills to organize data and create reports.

Education and Training

Art History background desirable
Bachelor’s Degree or equivalent work experience, required
Good command of spoken and written English and Chinese (Cantonese and Mandarin)

Personal Attributes

Ability to deal effectively and efficiently with multiple tasks
Excellent organisational 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 with change
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 learn Phillips’ internal processes and systems
Good command of spoken and written English and Chinese (Cantonese and Mandarin)

Working Conditions

Work is undertaken primarily within an office environment at Hong Kong office location
Flexibility with working hours including some evenings and weekends is required

Additional Info

Interested parties please apply and send your Full resume with expected salary to us by clicking "Apply Now".