Office Manager

THE ROLE

We are looking for an office manager in our Dublin office to handle administrative tasks, shipping coordination, and client liaising duties.

RESPONSIBLITIES

Office Management and general administration of the office

• Answer and direct incoming and outgoing communication (phone calls, e-mail (general inbox) and mail) and distribute incoming mail and packages
• Greet and direct clients and other visitors in local office and take in consignments for various locations (label and enter correct information in SAP)
• In charge of Sotheby’s archive
• Maintain office- and kitchen supplies and other equipment and doing annual checks
• Opening and closing the office and in charge of building-relating matters (i.e. with tenants)
• Maintain a professional, organized and clean work environment.
• Other duties as assigned by management to assist in the operation of the office.
• Administrative support for management (i.e. expenses, client lists, valuations)
• Parking of Invoices and liaising with procurement and Payment teams for local vendors (including shippers)

Administration of consignments and purchases for sales/ Shipping & Logistics

• Point of contact for all consignments destined for auction, marketplace, selling exhibition and private sale generated by the sourcing office.
• Point of contact to assist buyers when dealing with saleroom purchases
• In charge of all administrative procedures linked to consignments, including but not limited to:
  • Condition check and tag incoming property in SAP
  • New client account set-up
  • Liaise with selling office to generate contract and provide consignors explanations if needed
  • Register client’s payment instructions and do any necessary verbal verification
  • Compliance checks and ID verification of consignors. Complete all local seller, buyer and vendors diligence checks
  • Assist as needed with third-party services ex restorers external experts, photographers
  • Request all documents necessary to export formalities such as export licences or Cites
  • End to end coordination of shipping: generating shipping quotes in systems, contact with shippers, Return to consignors, arrange pick-up and deliveries
  • Coordinating all outgoing and incoming transports of art objects in a timely manner, constantly liaising with selling location to respect deadlines.
• Maintain accurate list of ongoing consignments, liaise with the selling office on sale dates, lot numbers, reserve prices and ensure sellers are informed of all steps. When applicable ensure communication with IC recipients.  Monitor payments dates and inform seller of any delays. Make sure the sale proceeds are arriving on time with seller and that all payments details are accurate. Escalate to local office head any complex situation leading to conflict with clients.
• Responsible for security related matters and point of contact for Safety and Security department London

Business Development (Client liaison) and Events

• Organise sweeps with visiting experts
• Keep weekly track of pipeline business lists, consignments lists and clients wish lists
• Build and maintain strong relationships with our international marketing department and work on marketing and events in collaboration with them
• Work on and develop accurate clients lists for mailings, short- and long term business and client target lists and guest lists for events
• Keep information on clients in our system up to date
• Help with organisation of selling exhibitions and promotion of local event

IDEAL EXPERIENCE & COMPETENCIES

• 2-3 years of experience in comparable environment
• Strong organisational skills
• SAP, EXCEL and Word needed. Graphic design knowledge a plus
• Basic knowledge of export formalities and tax regulations
• Client facing role with a need to be solution finder and extremely client service focused