Official Specifications
Role Overview & Mandate
Executive Summary
The Role The function of this role is to assist Specialists with managing client relationships through comprehensive...
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The Role
The function of this role is to assist Specialists with managing client relationships through comprehensive administrative support as a sale and department coordinator. The duties are varied, and will follow the cycle of the sales calendar, as well as certain duties to support overall department activity. In addition, the function of this role is to act as the project manager for the execution of sales by monitoring and tracking all activities and elements related to incoming property. The coordinator manages the catalogue production process, all sale related deadlines, and manages client paperwork and charges to ensure they are accurately reflected in Christie's systems. The coordinator also acts as client liaison when appropriate to gather or dispatch consignment and property related information.
The Role (Duties include but are not limited to the following):
- Liaise with clients as needed for all consignment related information, details, and issues
- Manage Seller Agreement and Stock Order creation with Business Support Group for auction property, dispatch paperwork to sellers for signature promptly, and follow up accordingly
- Manage the Pipeline and Sale Runner spreadsheets and ensure they are kept up to date
- Proactively track receipt of property and follow-up on open issues
- Coordinate shipping requests and tours in conjunction with Head of Sale Management including approvals, export licenses, and scheduling
- Work with Head of Sale Management on cost review and to manage and track charges
- Manage catalogue production process and act as main point of contact (liaison with photo studio, production team and specialists)
- Manage Property Movement: Request and track site transfers, local transfers, temporary releases, transfer to third party as required
- Manage all off-site photoshoots and liaise with operations and security as required
- Manage sale activities including client views, exhibition set up, and bids requests and provide support with sending out condition reports
- Prepare information for handoff to Post Sale Service Team
- Collate actions for unsold items from specialists and process in JDE (return to owner, reoffer, etc)
- Answer post sale enquiries with sellers and manage post sale communication with sellers for held lots
- Partner with Head of Sale Management to manage intern workload
- Participate in Telephone bid training and telephone bid in Luxury sales as required
Department Coordination
- Oversee department communications – answering calls, managing post, and triaging emails
- Support maintaining our client relationships. and greet clients on behalf of specialists as required
- Manage diary, scheduling meetings as required
- Preparation of meeting resources including room bookings, video conference & conference call facilities and catering
- Provide support in creating appraisals, proposals and pitches, which includes gathering item details and images and liaising with other internal departments
- Work closely with other specialist departments including international and regional offices, external organizations, individuals, and institutions
- Create purchase orders and sundry invoices, as required
- Act as liaison to Operations, Security and various internal and external stake holders for sale view set ups and prepare relevant assets, as required
- Maintain and troubleshoot office set-up issues and equipment issues and seek relevant approvals
- Manage departmental supplies
The Candidate
- Exceptional client service skills including superior verbal and written communication skills
- Strong Project management skills including ability to multi-task, prioritize and manage multiple processes
- Strong attention to detail and follow-up skills
- Ability to work collaboratively across multiple groups and sites
- Strong interpersonal skills demonstrated with superiors, clients and peers
- Ability to work with discretion when dealing with highly confidential information.
- Ability to remain calm in stressful situations
- Ability to creatively problem solve
- Ability to work independently and as part of a team
- A prior experience in a department in an auction house and knowledge of the auction workflow and processes preferable
- A prior demonstrated interest in the Jewellery market preferable
- Strong knowledge of Excel, Outlook, MS Teams, and Navan required, knowledge of Christie’s systems (COS,JDE, and Canvas) preferred
- Fluency in English. Proficiency in French beneficial but not essential
The Benefits
- Discretionary Bonus Target: (dependent on the business and employee performance payable in March each year)
- Christie’s office closure (guaranteed between 25th Dec – 2nd Jan)
- 25 days annual leave + 1 day Birthday leave
- Additional 1 week’s annual leave in the anniversary year (5, 10, 15 etc years’ service)
- Flexible Fitness Fund - £400 per year expense allowance for health and wellness related activity (taxable)
- Life Assurance
- AXA Private Health Insurance – no employee contribution needed, subsidised for other family members (taxable benefit)
- Unum Dental Care – (may be added at personal cost)
- Guaranteed income insurance in the event of sickness, personal injury and occupational injury
- Employee Assistance Programme – access to personal advice and support services including counselling
- Eyecare vouchers (once a year)
- Cycle to Work
- Christie’s Extras – discounts on over 800 retailers, holiday packages, dinners and weekly shops
Closing Date: 11th June
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