Client Services Coordinator
London
Phillips is an international auction house, conducting sales of Contemporary Art, Photographs, Design, Modern & Contemporary Editions, Jewels and Watches. Phillips is currently seeking organised, motivated & visitor-focused individuals to fill a Client Services Coordinator position in our Client Services department.
Based in London, the primary focus of the position will be to support our Client Services team in the day-to-day running of the front of house and the provision of the Client Services function on an ad-hoc basis. You will be responsible for representing Phillips and our high values of professionalism and excellence by offering an outstanding client service & visitor experience at all times.
Phillips values a workforce with a wide variety of experiences, backgrounds and skills, so we encourage you to apply even if you do not meet all of the qualifications.
Duties and Responsibilities
1. Receive phone calls on behalf of the company answering questions in a polite and professional manner, taking messages and transferring calls as appropriate.
2. Compose and edit correspondence, reports, memoranda and other material.
3. Aid the Client services Supervisor with various tasks.
4. Work auctions and register in person bidders as required.
5. Introduce clients and visitors to the gallery, specialist departments and/or operational staff.
6. Manage catalogue distribution, selling and mailing catalogues to our clients as well as maintaining our catalogue archive.
7. Manage client accounts, updating our internal databases with client’s details and ensuring appropriate KYC documentation is on file.
8. Creating new Gavel accounts for new bidders and consigners.
9. Manage the mail, courier services, deliveries and taxis.
10. Manage and order all stationery and office facilities for Berkeley Square and the Warehouse.
11. Ensure all public areas and meeting rooms are set up to a high standard.
12. Create and manage RSVP lists for our auction previews and run the guest list and set up during the events with the Events Manager.
13. Proactively anticipating client and staff needs through organized research and stock keeping.
14. Organising the up keep of the barista stock as needed.
15. Managing multiple inboxes including memberships, ticketing and event invitation responses.
16. Performing any ad hoc tasks.
Professional Skills and Experience
17. Ability to deal effectively and efficiently with multiple tasks
18. Excellent organisation skills
19. Strong attention to detail
20. Ability to communicate in a professional manner with a wide variety of people including top level clients
21. Ability to work in high pressure situations
22. Ability to work as part of a team
23. Ability to learn Phillips’ internal processes and systems
24. Computer literate
25. Reliability
Education and Training
26. Interest in the Arts or having an Art History background desirable
27. Foreign languages desirable
28. Experience in a front of house and client facing position desirable.
29. Microsoft Office
Personal Attributes
30. Ability to keep calm while dealing with multiple tasks in extremely high-pressure situations.
31. Ability to communicate and act in a professional, discrete, and confidential manner with a wide variety of people and activities.
32. Flexible and reliable and will be able to work on own initiative as well as part of a team.
33. Additional languages are desirable but not essential
Working Conditions
Work is undertaken within a Gallery and office environment in our Berkeley Square location form duties on reception and auction room environment – with potential for travelling up to twice a year to Geneva sales or any other European sales that may happen.
Working hours: 8:30-17:30/9:00-18:30; As and when required, including evening and weekend work
Click Apply - Please note that interviews for this role will be held in person. When applying, please specify your availability during this time.