Administrator, Asian Art Department job at Bonhams | Los Angeles | Art Jobs

Administrator, Asian Art Department

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This position is responsible for all pre-sale, sale and post-sale coordination; coordinates with Marketing, Operations and Finance to ensure flawless sale activity and maintenance of all sale related deadlines; responsible for the management of the consignor relationship, document management and contract maintenance; responsible for all processing and maintenance of inventory directed toward the Los Angeles Asian Art auctions;

In your role as Administrator you will be required to carry out the following:

Key Tasks and Responsibilities

• Responsible for the complete care of consignors including processing of contracts, inventory maintenance, resolving settlement and logistical/shipping issues, determining property status and answering all consignor inquiries
• Act as department liaison ensuring Los Angeles processes are handled in a parallel fashion in San Francisco and New York
• Provide sales report information to Senior Management and Specialists in order to help with Business Development and Marketing
• Track and report on sale performance against set objectives; analyze effectiveness of promotions and events
• Develop recommendations to streamline work processes, enhance services and maximize profitability
• Assist with catalog production (proofing, front matter, index, biographies, etc. as needed)
• Coordinate with Photography with regard to catalog, ads and any other marketing collateral images as needed
• Responds to all department consignor and buyer inquiries
• Provide assistance to Client Services in resolution of client issues as necessary. Escalate as needed
• Work within all sale related deadlines
• Set up public and private previews, includes scheduling/request preview staff and security
• Manage department's sale day activities in Los Angeles
• Support Los Angeles auctions by Phone bidding and/or Clerking
• Ensure proper sign off on all contracts, estimates and reserves
• Organize and manage departmental files with all consignor documents and sale related archives.
• Print Vendor Analysis report, check contract terms and inventory against contract
• Ensure all unsold items are scheduled for a future sale and the proper letters have been sent. Oversee the Return-To-Owner process if requested by consignor
• Monitor and manage monthly inventory reports for department
• Provide pre and post-sale inventory control, including ensuring all property is released in A3
• Receive and manage all incoming consignments ensuring accuracy of property in-house.
• Unpack, note defects, store, input, and barcode inventory
• Coordinate the movement of inventory to storage locations, photo sets, preview, transporter, to buyers and return to owners
• Coordinate property transport with support from Operations
• Tag property for auction
• Assist with preview set up and take down
• Coordinate and manage shipping of property after sale
• Assist with the Head of Department with various ad-hoc tasks
• Travel as needed for offsite previews and/or sales

Required Skills
• Bachelor's degree in appropriate discipline or equivalent experience
• Experience in and desire to learn about specialty department
• Exceptional organization and communication skills, including fluency in reading, writing and speaking English and Mandarin
• Excellent problem resolution skills and customer service skills
• Ability to work in a fast-paced environment with multiple deadlines
• Ability to perform physical tasks, including lifting, pushing and pulling, using proper lifting/moving techniques
• PC proficiency with MS Word, Excel, Outlook applications, and ability to learn company database
• Ability to work under pressure and with multiple deadlines

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