Entry level position available in Sotheby's, New York

Please apply through the website at:

https://employees-sothebys.icims.com/jobs/1321/administrator-%26-department-assistant--russian-works-of-art-%26-paintings/job


The full job description appears below:

Administrator & Department Assistant- Russian Works of Art & Paintings
Overview:
This role provides all-encompassing support to the Paintings and Works of Art Experts. This role requires working within a fast paced, multifaceted and challenging department with significant client contact.

Responsibilities:
Managing sellers and their property through the pre and post-sale process:

  *   Manage all consignment agreements and terms of sale including but not limited to: requesting legal contracts, generating SAP contracts, tracking the receipt of all contracts, preferred payment method and currency for settlement, IC disclosures and IC recipient contracts, agreement to extended payment terms and preferred designation if noted.
  *   Maintain consignor files and sale administration binders per corporate governance guidelines.
  *   Facilitate compliant inbound and outbound shipments.
  *   Obtain recommendations for unsold property and facilitate handoffs for shipment and/or collection.
  *   Coordinate post auction transactions including post auction sales, account adjustments, client compensations and cancelled sales.
  *   Assist clients with walk-in inquiries and release of property, including accompaniments.
  *   Coordinate appointment requests.
  *   Maintain property control and be responsible for movement of property incl. exhibitions and off site events.
  *   Coordinate restoration and conservation with outside vendors.
  *   Assist with coordinating photography for catalogues and private sale offerings.
  *   Organize and send condition reports.
  *   Organize and update interest lists for each sale.
  *   Work closely with Business Manager to ensure all sales related expenses are accounted for in a timely fashion and in accordance with the company procurement policy.
  *   Liaise closely with other support and expert departments, including registrars, art handlers, marketing, special events and exhibition managers.
  *   Remain vigilant with regards to compliance issues; liaise with Compliance department to keep up-to-date on current state, Federal, and international issues that might impact department sales.
  *   Maintain department records in accordance with company policies, including archiving when appropriate and making sure that any confidential documents are disposed of securely.

Department Assistant Support:

  *   Answering the department telephones.
  *   Responding to client correspondence e.g. dealing with phone enquiries, responding to letters etc.
  *   Assisting during exhibitions and views - including at weekends and during evenings.
  *   Assist with phone bidding if required.
  *   Assist with [Auction preview] exhibition set up.
  *   Participating in project work as requested by the department.
  *   Providing some administrative support to senior specialists (travel scheduling and expense report completion).
Qualifications:

  *   Fluency in both written and spoken Russian is essential
  *   Excellent communication and client service skills.
  *   Excellent organizational skills including ability to multi-task and prioritize.
  *   High level of attention to detail.
  *   Enthusiasm and willingness to broaden knowledge.
  *   Flexibility to work overtime and weekend hours when necessary.
  *   Excellent writing and organizational skills.
Strong IT processing skills e.g. MS Word, Excel and database knowledge (knowledge of Sotheby's systems is preferable).

Karen Kettering
Vice President, Senior Specialist
Russian Works of Art, Icons and Fabergé
1334 York Avenue | New York, New York 10021
Direct: +1.212.894.1175
Tel: +1.212.606.7150 | New Fax: +1.212.606.7330


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