Full Time Privacy Policy {"@context":"http://schema.org","@type":"JobPosting","title":"Sale Coordinator, Modern & Contemporary Art, London ","description":" PRIMARY FUNCTION \n As a Sale Coordinator you are responsible for coordination of the lifecycle of property throughout the sale process, from arrival through to sale. As part of the Modern & Contemporary Art team, the Sale Coordinator will collaborate across teams globally to ensure the critical object and sale related components are delivered. This dynamic role is ideal for a candidate who thrives in a fast-paced environment, enjoys multi-tasking and working within the Specialist Department, coordinating activity leading up to the sales.
Phillips values a workforce with a wide variety of experiences, backgrounds and
skills
and we encourage you to apply even if you do not meet all of the qualifications. \n \n
Duties
AND RESPONSIBILITIES \n • With cataloguers, arrange for property to be authenticated; where necessary, in line with various committee deadlines; Ensure costs are tracked via Purchase Orders on the sale runner and consignment tab; Ensure these movements align with the overall Production schedule of objects for sale. • Coordinate the movement of property with shipping coordinators and other sale department staff for third-party services (such as restorers, external experts, authentication committees, photographers); Ensure costs are tracked via Purchase Orders on the sale runner and consignment tab; Ensure these movements align with the overall Production schedule of objects for sale. • Work closely with and support the Administrators, Seller’s Services. • Book shipments as instructed by the Shipping Team and ensure property is arriving in a timely manner. • Partner with Marketing to ensure the delivery of all consignment related marketing promises, including for media campaigns, events, tours, etc. • Manage the Tours schedule; Coordinate with colleagues in Operations locally and Internationally on space; Coordinate with Shipping to organize movement of property between sites; coordinate with Business Managers for approvals and budget. • Project Manage the Publishing workflow from cataloguing through to website publish; including: o Working in partnership with the Digital Production team to ensure a streamlined website publishing process o Lotting up the sale and working with Digital Production teams when re-lotting, no-lotting needs to occur o Ensuring all lots are displaying the correct lot symbols • Project manage the Image Photography and Editing workflow on behalf of the sale department. This includes: o Ensuring the warehouse is aware of object arrival and is ready to photography upon arrival o Ensuring photographers are clear on Magic vs Logic lots and have photo direction for Magic lots (And Logic lots when necessary) o Ensuring Videographers are clear which lots will be video’d o Tracking the sale dashboard and ensuring images are reviewed and approved by the sale team for publishing • Manage departmental inventory alongside the Commercial office & Operations; tracking inventory, escalating to Heads of Sale & specialists to ensure disputes related to inventory are resolved and items that may be reoffered are placed in the next appropriate sale. • Coordinate damage and insurance claims on behalf of the sales team, including restorers, finance and operations, to track objects through the process. For insurance liaise with Logistics Manager. • Act as primary point of contact for Operations teams to manage the gallery install prior to sale, including but not limited to: o Coordinating & Installing Lot Cards o Managing all consignment related promises related to sale view o Act as a general point of contact for all other colleagues, as it relates to managing various elements around the sale view (Install Photography, Press views, Interviews, etc) • Tracking condition report readiness and ensuring these are complete prior to sale publish; Getting condition reports published Online; Sending condition reports to clients & colleagues, upon request; tracking condition report requests. • Manage the return of RTOs • Provide companywide support through participation in telephone bidding, bid clerking, conversion board, and other activities for auctions. \n • Support the Head of Valuations & Senior Valuations Assistant to maintain and track a comprehensive pipeline of active Valuation projects, ensuring accurate records and timely completion. \n • Prepare Valuation contracts and supporting documentation, ensuring compliance with USPAP standards and collaborating with Legal on complex and bespoke cases. \n • Perform other ad-hoc
duties
as requested. \n \n PROFESSIONAL
Skills
AND EXPERIENCE \n • Strong computer literacy and proficiency in Microsoft Office (Excel, Outlook, Word and PowerPoint), required. • At least 2+ years’
experience
in administration and/or client service. • Prior
experience
with NetSuite or systems used across Phillips desirable. \n EDUCATION AND TRAINING \n • Minimum education requirement of A-level or equivalent. We will consider applicants of all levels of education for the role. • Languages can be desirable. \n PERSONAL ATTRIBUTES \n • Excellent time management, organization and prioritization
skills
with the ability to approach multiple tasks effectively and efficiently. • Self-motivated, enthusiastic, and able to work both independently and as part of a team. • Ability to work under pressure and meet strict deadlines to execute a high-volume sale. • Client-centric mindset with exceptional communication
skills
used in a professional manner across a wide variety of people (both internal and external) in both written and verbal communication. • A nimble problem solver with an entrepreneurial spirit. • Meticulous attention to detail. • Ability to handle confidential information discreetly and responsibly. • Ability to learn Phillips’ internal programs, systems and software. \n WORKING CONDITIONS \n • Work is undertaken within an office environment in our Berkeley Square location. • Additional working hours including some evenings and weekends as needed. ","identifier":{"@type":"PropertyValue","name":"Phillips Auctioneers LLC","value":"543"},"datePosted":"2026-06-23","employmentType":"OTHER","hiringOrganization":{"@type":"Organization","name":"Phillips Auctioneers LLC","logo":"https://images7.bamboohr.com/373160/logos/cropped.jpg?v=34"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"London","addressRegion":"London, City of","postalCode":"W1J 6EN","addressCountry":"United Kingdom"}},"url":"https://phillipsauctioneers.bamboohr.com/careers/543"} Job Openings Sale Coordinator, Modern & Contemporary Art, London Modern & Contemporary Art - London, London, City of PRIMARY FUNCTION As a Sale Coordinator you are responsible for coordination of the lifecycle of property throughout the sale process, from arrival through to sale. As part of the Modern & Contemporary Art team, the Sale Coordinator will collaborate across teams globally to ensure the critical object and sale related components are delivered. This dynamic role is ideal for a candidate who thrives in a fast-paced environment, enjoys multi-tasking and working within the Specialist Department, coordinating activity leading up to the sales.
Phillips values a workforce with a wide variety of experiences, backgrounds and
skills
and we encourage you to apply even if you do not meet all of the qualifications.
Duties
AND RESPONSIBILITIES • With cataloguers, arrange for property to be authenticated; where necessary, in line with various committee deadlines; Ensure costs are tracked via Purchase Orders on the sale runner and consignment tab; Ensure these movements align with the overall Production schedule of objects for sale. • Coordinate the movement of property with shipping coordinators and other sale department staff for third-party services (such as restorers, external experts, authentication committees, photographers); Ensure costs are tracked via Purchase Orders on the sale runner and consignment tab; Ensure these movements align with the overall Production schedule of objects for sale. • Work closely with and support the Administrators, Seller’s Services. • Book shipments as instructed by the Shipping Team and ensure property is arriving in a timely manner. • Partner with Marketing to ensure the delivery of all consignment related marketing promises, including for media campaigns, events, tours, etc. • Manage the Tours schedule; Coordinate with colleagues in Operations locally and Internationally on space; Coordinate with Shipping to organize movement of property between sites; coordinate with Business Managers for approvals and budget. • Project Manage the Publishing workflow from cataloguing through to website publish; including: o Working in partnership with the Digital Production team to ensure a streamlined website publishing process o Lotting up the sale and working with Digital Production teams when re-lotting, no-lotting needs to occur o Ensuring all lots are displaying the correct lot symbols • Project manage the Image Photography and Editing workflow on behalf of the sale department. This includes: o Ensuring the warehouse is aware of object arrival and is ready to photography upon arrival o Ensuring photographers are clear on Magic vs Logic lots and have photo direction for Magic lots (And Logic lots when necessary) o Ensuring Videographers are clear which lots will be video’d o Tracking the sale dashboard and ensuring images are reviewed and approved by the sale team for publishing • Manage departmental inventory alongside the Commercial office & Operations; tracking inventory, escalating to Heads of Sale & specialists to ensure disputes related to inventory are resolved and items that may be reoffered are placed in the next appropriate sale. • Coordinate damage and insurance claims on behalf of the sales team, including restorers, finance and operations, to track objects through the process. For insurance liaise with Logistics Manager. • Act as primary point of contact for Operations teams to manage the gallery install prior to sale, including but not limited to: o Coordinating & Installing Lot Cards o Managing all consignment related promises related to sale view o Act as a general point of contact for all other colleagues, as it relates to managing various elements around the sale view (Install Photography, Press views, Interviews, etc) • Tracking condition report readiness and ensuring these are complete prior to sale publish; Getting condition reports published Online; Sending condition reports to clients & colleagues, upon request; tracking condition report requests. • Manage the return of RTOs • Provide companywide support through participation in telephone bidding, bid clerking, conversion board, and other activities for auctions. • Support the Head of Valuations & Senior Valuations Assistant to maintain and track a comprehensive pipeline of active Valuation projects, ensuring accurate records and timely completion. • Prepare Valuation contracts and supporting documentation, ensuring compliance with USPAP standards and collaborating with Legal on complex and bespoke cases. • Perform other ad-hoc
duties
as requested. PROFESSIONAL
Skills
AND EXPERIENCE • Strong computer literacy and proficiency in Microsoft Office (Excel, Outlook, Word and PowerPoint), required. • At least 2+ years’
experience
in administration and/or client service. • Prior
experience
- with NetSuite or systems used across Phillips desirable.
- EDUCATION AND TRAINING • Minimum education requirement of A-level or equivalent.
- We will consider applicants of all levels of education for the role. • Languages can be desirable.
- PERSONAL ATTRIBUTES • Excellent time management, organization and prioritization
skills
with the ability to approach multiple tasks effectively and efficiently. • Self-motivated, enthusiastic, and able to work both independently and as part of a team. • Ability to work under pressure and meet strict deadlines to execute a high-volume sale. • Client-centric mindset with exceptional communication
skills
used in a professional manner across a wide variety of people (both internal and external) in both written and verbal communication. • A nimble problem solver with an entrepreneurial spirit. • Meticulous attention to detail. • Ability to handle confidential information discreetly and responsibly. • Ability to learn Phillips’ internal programs, systems and software. WORKING CONDITIONS • Work is undertaken within an office environment in our Berkeley Square location. • Additional working hours including some evenings and weekends as needed. Apply for This Job Link to This Job Location London, London, City of Department Modern & Contemporary Art Employment Type Full Time Privacy Policy • Terms of Service • © BambooHR All rights reserved.
