Regional Office Coordinator

Phillips Auctioneers

Los Angeles, CA

PRIMARY FUNCTION


The Regional Coordinator will report to the Regional Director, Senior Vice President in Los Angeles, and will
also be accountable to the Los Angeles Specialists to organize all aspects of the office’s day-to-day activities.
The role will be responsible for working with vendors, supporting local events and providing administrative,
financial or logistical support to the Los Angeles staff as required.


DUTIES AND RESPONSIBILITIES


 Manage phone calls and correspondence such as courier, mail collection and distribution
 Schedule client meetings, appointments and events for the Regional Director, the LA Specialists and
visiting Specialists when applicable
 Maintain calendar, prepare correspondence, make travel arrangements and process expense reports for
the Regional Director and LA Specialists
 Coordinate client transactions with the relevant Phillips departments worldwide, including:
  o Client contract preparation
  o Provide lists of property for estimation
  o Coordinate the shipping of auction and private sale property with the sale
administrators/shipping team/warehouse, liaising as necessary with the sale administrators and
client accounting to ensure accurate post-sale and settlement processes
  o Manage payment of invoices
 Assist clients with the bidding, payment and shipment process for purchases at Phillips auctions
worldwide
 Coordinate client strategy reviews for the LA team with Client Strategy and Key Senior Colleagues; in
collaboration with the Regional Director and Specialists
  o Research client leads
  o Add info to CDS and mine client data; coordinating calendars, general office administration,
  organizing shipping, and event management.

 Monitor office cleaning/decoration, security, storage; and liaise with the IT team for any assistance.
 Arrange purchase of standard office equipment, such as: printing material related, stationery, etc.;
negotiating price, quality, and delivery efficiently
 Submit timely reports and prepare presentations/proposals as assigned
 Work closely with other departments in the organization and external organizations and individuals
 Work at auctions and special events as required

PROFESSIONAL SKILLS AND EXPERIENCE


 Strong proficiency in Microsoft Office Software (Excel, Outlook, Word and PowerPoint), required
 A minimum of 2-3 year’s work experience in a similar role, preferred
 Familiarity with database management 


EDUCATION AND TRAINING


 Art History background desirable
 Bachelor’s degree, required


PERSONAL ATTRIBUTES


 Ability to communicate in a professional manner with a wide variety of people including written and
verbal communication
 Excellent time management skills with the ability to work under pressure and prioritize to meet strict
deadlines
 Ability to work individually on own initiative and as part of a team
 Ability to deal effectively and efficiently with multiple tasks
 Proactive with Excellent organization skills
 Meticulous attention to detail
 Ability to work professionally and collaboratively with all other areas within the business
 Ability to handle confidential information discreetly and responsibly
 Ability to learn Phillips’ internal programs, systems and software


WORKING CONDITIONS


 The duties will be performed in an office environment
 The candidate must be flexible with regard to work schedules and weekend hours and be willing to work
at all events
 The position may require travel for specific tasks and projects

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