Administrator, Latin American Art

Sotheby’s - New York, NY4.2

Overview Administer sales in accordance with company policies and processes. Work with the Business Manager to carry out administrative procedures and ensure adherence to corporate governance and compliance policy. Deliver high quality client service.

Responsibilities Sale Administration:
  • Undertake pre-sale administration including: creating consignments; entering accurate client terms of sale; obtaining signed consignment agreements; sending sale correspondence; maintaining introductory commissions; planning and leading weekly running list and property review meetings; ensuring insurance claims and purchase orders are processed accurately; organizing client viewings; maintaining interest lists and arranging interest meetings; sending condition reports to potential buyers; registering bids; and managing reserves
  • Work closely with Cataloguer to organize photography for incoming property and maintain consignment data throughout the catalogue layout/proofing process
  • Arrange framing, restoration, and other necessary external services, including vendor quote requests, client communication, service status, and related charges
  • Liaise closely with other support and expert departments, including Private Sales, Registrars, art handlers, Shipping, Post Sale Services, Marketing, Special Events and Exhibition Managers
  • Undertake post-sale administration, including: completing paperwork for post-auction sales and cancelled sales; submitting account adjustments and client compensations; liaising with consignors and Specialists to determine actions for unsold property; and arranging buyer external services, in conjunction with Post Sale and Risk Management
  • Arrange inbound shipping in accordance with sale deadlines:
    • Arrange necessary paperwork for all shipments and hand carries as required
    • Assist sellers with shipping arrangements for domestic and international shipments, ensuring compliance with all import and export regulations
Inventory Management:
  • Follow up on all unsold and non-saleable (NSV) property
  • Monitor and record incoming property
  • Manage and maintain property control with Operations and Shipping for exhibitions, off-site events, and temporary releases to vendors and clients
  • Review monthly department inventory report with Inventory Management Team to identify aging inventory
Invoice procurement:
  • Complete Purchase order forms and obtain authorization prior to ordering goods
  • General filing and upkeep of department
  • Respond to general client correspondence e.g. phone enquiries, letters etc.
  • Assist during exhibitions and views
  • Assist with phone bidding
  • Attend training courses and administrator meetings as required
  • Ad hoc project work as requested by the department

  • Proven administrative and/or relevant experience at Sotheby's is desirable
  • Ability to understand and work with SAP, CAT, the Client System, and other Sotheby’s applications
  • High level of attention to detail
  • Excellent organizational and project management skills including ability to multi-task and prioritize
  • Strong communication and client service skills
  • Fluency in Spanish (written and spoken highly desirable)
  • Good working knowledge of Microsoft Office, particularly Outlook, Word and Excel
  • Enthusiasm and willingness to broaden knowledge
  • Flexibility to work overtime and weekend hours when necessary