Administrator, Luxury, Dubai
at Sotheby's Dubai, Dubai, United Arab Emirates
ABOUT SOTHEBY'S
Established in 1744, Sotheby’s is the world’s premier destination for art and luxury. Sotheby’s promotes access to and ownership of exceptional art and luxury objects through auctions and buy-now channels including private sales, e-commerce and retail. Our trusted global marketplace is supported by an industry-leading technology platform and a network of specialists spanning 40 countries and 70 categories which include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits, and Design, as well as collectible cars and real estate. Sotheby’s believes in the transformative power of art and culture and is committed to making our industries more inclusive, sustainable and collaborative.
THE ROLE
To own the administration of Luxury auction and private sales in the MENA region in accordance with the company policies and best practice while delivering high quality client service. To provide assistance to Luxury specialists within the Dubai office to ensure the smooth running of the department and supporting in the administration of property sourced in the MENA region for other international sales.
RESPONSIBILITIES
SALE ADMINISTRATION: Manage sellers and their property through the pre and post-sale process for luxury auctions and Private Treaty sales. In accordance with sale administrative calendars.
Facilitate compliant inbound shipments to meet catalogue deadlines Manage consignments Track sale running lists to ensure the property pipeline is accurate and up to date Manage contracts in times of sale Provide Sale Administration support for each expert department as requested. Work with legal, compliance, tax, experts and Business Managers on pre-sale issues (including changes to Sale Agreement, client complaints, IC, TA, VAT), Collaborate with wider business to address client enquiries, resolve client issues and execute client transactions to ensure highest level of client satisfaction. Coordinate and facilitate the compliant processing of private sales, including contract preparation and logistics assemble Private Treaty Sales packs (including AML Risk Assessment forms, World-wide Checks)
Ensure all required legal and compliance documentation are on file including photo ID, proof of address and payment instruction
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Manage consignment agreements and terms of sale including requesting legal contracts, generating SAP contracts, tracking receipt of all contracts, IC disclosures and IC recipient contracts. Work with Specialists, Compliance and Shipping to track all outstanding compliance issues and ensure they are resolved according to catalogue and sale deadlines. Coordinate the movement of property with shipping coordinators and with cataloguers and sale coordinators internally and externally for third-party services (such as external experts, Jewellers, laboratory testing, photographers) In conjunction with the specialists, assist with catalogue production, creating item IDs, and organizing local photography. Prepare lot cards for exhibition and any accompanying exhibition brochures as required. Provide support to the specialists during the sale exhibitions and travelling exhibitions, providing exceptional client service and helping clients with enquiries. Coordinate post-auction transactions including post-auction sales, account adjustments and cancelled sales Assist in the co-ordination with unsold property and facilitate return to consignor shipments and / or collection. Communicate with clients, shipping coordinators and overseas offices to facilitate inbound shipments, obtain export licenses and arrange customs clearance in accordance with sale deadlines Coordinate movement of property for other sale locations (export for sale and return shipments) Conduct own pre-sale review and escalate concerns as appropriate. Ensure financial transactions comply with corporate governance. Follow pending payments with post sale Support inactive Inventory Initiative and work closely with Specialists and Operations to meet inventory targets Maintain department filing Participation in project work as requested
DEPARTMENT ADMINISTRATION:
Act as first point of contact for the department, communicating effectively with clients and colleagues from around the world, in person, on the telephone, by email and by letter, and provide day to day luxury division support Assist clients with general enquiries and triaging to relevant specialists. Supporting the department in the handling, unpacking, displaying and labelling of incoming and outgoing luxury property. Assisting the department in producing client valuations, liaising with the valuations department and ensuring they are entered into the system. Supporting the department with co-ordinating luxury events and projects as required Providing secretarial support to the department specialists, including: Implementing new office processes and procedures Completion of internal Purchase Orders and reconciliation of sale-related invoices Overseeing archiving and storing of departmental files.
IDEAL EXPERIENCE & COMPETENCIES
Computer literate (excellent knowledge of Word and Excel, Outlook is essential). Knowledge of SAP and Sotheby’s computer systems. At least 2+ years experience in business administration and/or client service Exceptional client service skills including strong verbal and written communication skills Possess excellent communication skills (both written and spoken) Fluency in English language both verbal and written required, fluency in an additional language such as Arabic would be advantageous. Possess excellent secretarial skills Be reliable and capable of working well as part of a busy, highly pressurized-team. Be well organized, with a good eye for details and the ability to priorities tasks, Be committed to helping run the department on a day-to-day basis. Be enthusiastic with a flexible approach and the ability to think on your feet. Be a self-starter and forward thinker. Commitment to an exemplary level of client service, Understanding of Sotheby’s and its services and the auction process in general.
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The Company is an equal opportunity employer and considers all applicants for employment without regard to race (including, without limitation, traits historically associated with race, such as natural hair, hair texture, and protective and treated or untreated hairstyles), color, creed, religion, sex, sexual orientation, marital or civil partnership/union status, national origin, age, disability, pregnancy, genetic predisposition, genetic information, reproductive health decision, sexual orientation, gender identity or expression, alienage or citizenship status, domestic violence victim status, military or veteran status, or any other characteristic protected by federal, state/province or local law. The Company complies with applicable state and local laws prohibiting discrimination in employment in every jurisdiction in which it operates.