Client Advisory Administrator

Administrative Routine:

Daily

• Meeting arrangement 
  • Appointment scheduling + Room booking
  • Equipment arrangement (VC/projection etc.)
  • Reminder sending
  • Minutes recording
• Client engagement arrangement 
  Restaurant booking
• Assist in creating accounts for clients
• Update important internal information (e.g. new regulations)
• Share below sale information once available for browsing, together with short message
  • PDF of catalogue
  • Browsing link
  • Press Releases
• Arrangement for mailing catalogues, courier, etc.
• General administration work (e.g. photocopying, binding, etc.)
• Follow up on e-invitations for previews (if any)

Weekly

• Organize weekly team meeting with agenda
• Claim expenses for team
• Update Private Sales inventory (from biweekly update and others)

Monthly

• Assist in updating client information when required
• Update team with internal information
  Printing phone list for team
• Create auction calendar and print it out for team
• Share latest gallery shows and exhibitions and schedule visits if necessary

Quarterly

• Update event calendar for team
• Assist in updating client interests when required
• Arrange festive gifts to VIP clients (e.g. CNY, Mid-Autumn)

Events / Client Recruitment:

• Prepare e-invitations
• Assist in RSVP for team
• Plan and deliver wine to dinner venue 1 day prior (for chilling)
• Communicate with IT to prepare all necessary equipment (laptop, HDMI, pointer)
• Prepare place cards for attendees
• Print and bind catalogues/new buyers’ guide etc. for dinner, as well as internal documents (menu, guest list, seating plan)
• Consolidate new client info
• Request COS account creation
• Create post-event reports
• Send new COS account to Events Team and track bidding/buying activities with BIDM
• Support ad-hoc event arrangement after office hours, over weekend or public holidays when required

Sales Support:

Before sale

• (Previews): Obtain and arrange the below:
  • E-invitation
  • Runner
  • Walkthrough
• Request condition report and other information for clients
• Track number of catalogues received for department and request for recipient list
• Request all sale signature from marketing
• Get all the updated bid and registration forms prepared
• Arrange sale refresher for client advisory team with CS and credit team
• Get event and education course list which are happening during the sale
• Consolidate telephone number list with all mobile numbers of important parties
• Update HR the number of temp helpers required throughout the sale
• Arrange logistics for temp helper (e.g. mobile device, work station in office)
• Assist in temp helper hiring and training
• Request artist files from specialist departments
• Arrange pre-selling sharing with departments
• Communicate with ops, IT and CS for sale setup and material arrangement
• Set up preview appointment list and interest list templates

During preview/sale

• Update bidding schedule of clients
• Update preview appointment list and client interest list
• Get sale time estimate for each lot from CS
• Assist in onsite pre-registration for clients
• Record client’s registration and bidding forms
• Arrange telephone bidding for clients
• Manage temp helpers
• Coordinate daily briefing / debriefing sessions
• Assist clients with registration/ opening new accounts/ general support to the advisory team.

Post-sale

• Assist with payment, shipping and lot collection when required
• Assist in updating client information and interests
• Assist in consolidating sales figures of team