Administrator, Collection Sale Management

THE ROLE

This role will support the Department by overseeing all elements of the consignment process, both pre and post sale, for complex, high value, and high volume multi-departmental consignments and/or single owner sales.

RESPONSIBILITIES

• Work with the Director and Account Managers in a client facing role by:
• Assisting in the preparation of auction estimate listings and related proposal and pitch materials, including to help proof and make edits where needed;
• Overseeing all sale related paperwork including but not limited to requesting legal contracts with the sale departments or Legal team by outlining sale terms clearly and accurately, assisting to proofread contracts and schedules to be sure everything is accurately reflected, gathering all KYC documents and payment instructions, initiating the IC paperwork requests; file and save all documents;
• Working with sale coordinators to confirm property for sale with the relevant sale teams, ensure they have all paperwork and the most up to date information
• Coordinate property pick-ups, assist in tagging and collection oversight when needed;
• Maintain master consignor files and runners to track every sale change, estimate, reserve, result, settlement dates, attribution and authentication updates, or anything relevant on an item by item level for the consignment;
• Track the settlement process very closely to be sure the client is up to date on timing and expectations are managed;
• Communicate with the client directly, when needed, to assist in the pre and post sale process: collecting necessary documents presale, setting up logistics or meetings, relaying reserves and sale results, sending post sale statements and payment advices;
• Work closely with Sale Department Coordinators to ensure deadlines for their sales are relayed and met, be sure everyone has reviewed the pre and post sale check lists and the departments have what they need from the clients for sales and settlement
• Gather information from department specialists when needed to update Sale Schedules with their feedback, assist in entering edits and updates into the Valuations System
• Assist with ad-hoc special projects as requested by a client or the Director or Account Manager.

IDEAL EXPERIENCE & COMPETENCIES

• Excellent organizational and time management skills
• Extremely detail oriented
• Excelled written, verbal, interpersonal and client service skills
• Strong team player, but flexible and willing to adjust to the scenario – taking on a leadership role when necessary or providing back up support as needed
• Ability to multi-task and manage multiple projects at once

The proposed base salary for this position ranges from $51,000-$58,000. 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.