The position of Production Coordinator involves the production of accurate valuation documents for clients and their professional advisors, supporting cross-category business getting in Hong Kong and Asia.
RESPONSIBILITIES
Supporting the Head of Department, Office & Production Manager, Valuations Managers, Specialist Departments and regional Business Getters as required
Logging and dealing with all valuation enquiries, directing them as appropriate
Co-ordinating the receipt of work from experts, typing, processing and formatting work, extensive proof reading, issuing invoices, ensuring valuations are produced to the highest standard of accuracy and in a timely manner, meeting demanding deadline
Creating spreadsheets and providing data analysis when required
Arranging valuation visits, booking travel as and when required, ensuring the team receives the brief and working notes in good time
Accompanying Valuation Managers and Specialists on client visits, as and when required
Creating bespoke valuation documents at the Managers’ request
Liaising closely with Specialist Departments, Valuations Department, London, Client Development, Tax & Heritage, Proposals, and the wider Business Development division, sharing relevant information regarding clients, their collections, and combined projects
Maintaining and updating all valuation databases, spreadsheets, priority lists, keeping extensive data records current
Coordinating diaries and all associated valuation paperwork for internal meetings such as live reviews, taking notes, writing up memos and maintaining organised files
Maintaining complete client confidentiality at all times, adhering to GDPR requirements, and all internal compliance surrounding clients and their personal information
Providing excellent levels of client service in line with corporate standards, acting as an ambassador for Sotheby’s in both manner and appearance
IDEAL EXPERIENCE & COMPETENCIES
A minimum of 2 years’ practical administrative experience at an international auction house is required
Have a background in art history, or an interest and willingness to learn about fine and decorative art
Educated to graduate standard, ideally with a BA or MA in the History of Art
Be computer literate (MS Excel, Word and Power Point; Photoshop desirable), advanced Excel skills are essential
Practical knowledge of the Sotheby’s valuation system would be an advantage
Knowledge of Sotheby’s services, corporate culture and departments is essential
Good photography skills
Fluent English (oral and written) is essential, a second European language would be an advantage
Ability to communicate professionally and confidently, both verbally and in writing
Possess excellent client service skills (diplomacy, sensitivity, maturity, self-assurance and discretion)
Have an organised and methodical approach to work and high attention to detail
Ability to work under pressure, coordinate a busy schedule and prioritise workload, meeting tight deadlines
Be self-motivated and able to work effectively alone using own initiative, as well as part of a team
Possess commercial awareness and business acumen, along with demonstrable numerical and analytical skills
Be a resourceful problem solver, utilising resources and information effectively
Flexible approach to working hours
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