Bids and Auction Services Coordinator

3 weeks ago

London, Greater London, United Kingdom Phillips Full time

BIDS AND AUCTION SERVICES COORDINATOR

Location: London

We are seeking a dedicated individual to assist the Bids and Auction Services Manager in managing all aspects of bids leading up to and during auctions, while also providing continued support to our valued clients as part of the Post-Auction Services team.

Phillips appreciates a diverse workforce with a range of experiences, backgrounds, and skills, and we encourage applications from all qualified candidates.

Key Responsibilities

  • Collaborate closely with the Bids and Auction Services Manager to ensure the efficient operation of the Bids Department across Europe.
  • Handle incoming phone calls and emails for the Bids Department, providing courteous and timely responses to general inquiries.
  • Process telephone and absentee bids upon receipt, verifying bidder registrations against our database to maintain accurate records; update and follow up as necessary.
  • Oversee multiple online bidding platforms, requesting additional information and registering bidders as required.
  • Create new bidder accounts in the database as needed, following Phillips's established procedures.
  • Assist with staffing for the auction room.
  • Organize all registered phone bids and allocate them appropriately to Phillips's personnel on auction day.
  • Address issues for both clients and colleagues as the auction progresses.
  • Coordinate with specialist departments prior to the auction to provide insights on bidders and their levels of interest.
  • Support post-auction tasks specific to bids, including the preparation of bidder reports as needed.
  • Work as part of the Post-Auction Services team to assist clients with their purchases following each auction, ensuring a seamless bidding and buying experience.
  • Dispatch invoices to successful clients.
  • Communicate with third-party vendors to obtain shipping quotes and schedule shipments as required.
  • Collaborate with internal Shipping and Client Accounts teams to monitor payments and deliveries.
  • Guide clients through shipping procedures and unfamiliar VAT/finance processes.
  • Assist the Bids and Auction Services Manager with updates on sale status and settlement reports for the Specialist teams.
  • Undertake additional responsibilities and expanded duties as assigned by the Bids and Auction Services Manager or the Head of Service Operations in Europe.

Required Skills and Experience

  • Previous experience in bids or auctions is preferred.
  • Proficiency in foreign languages is desirable.
  • Intermediate knowledge of Microsoft Excel is a plus.

Education and Qualifications

  • A Bachelor's Degree is essential.
  • A background in art history is advantageous.

Personal Attributes

  • Ability to meet strict deadlines and perform well under pressure.
  • Capable of managing multiple tasks effectively and efficiently.
  • Excellent organizational skills.
  • Strong attention to detail.
  • Professional communication skills, both written and verbal.
  • Ability to prioritize tasks effectively and adapt as necessary.
  • Team player with the ability to work independently.
  • Willingness to learn Phillips's internal processes and systems.
  • Proficient in computer usage.
  • Flexibility to work evenings and weekends as required.

Working Conditions

  • Work will be conducted between our office and the candidate's home as necessary.
  • Potential travel to various sale locations for auction support may be required.

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