Administrative & Cataloguing Assistant

ABOUT SOTHEBY’S

Established in 1744, Sotheby’s is the world’s premier destination for art and luxury. Sotheby’s promotes access to and ownership of exceptional art and luxury objects through auctions and buy-now channels including private sales, e-commerce and retail. Our trusted global marketplace is supported by an industry-leading technology platform and a network of specialists spanning 40 countries and 70 categories which include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits, and Design, as well as collectible cars and real estate. Sotheby’s believes in the transformative power of art and culture and is committed to making our industries more inclusive, sustainable and collaborative.

THE ROLE

The objective of this role is to support the Jewellery department in the general day-to-day functioning of the department, specifically around the sale process for both auction and private sales.

RESPONSIBILITIES

JEWELLERY HANDLING: 

• Coordinating Gemmological Laboratory testing (including but not limited to: Shipping, conveying information to the Department, inputting into the cataloguing system, responsible for maintaining the centralised testing spreadsheet);
• Labelling the jewels upon arrival & after any movement if needed;
• Checking marks & organising metal control;
• Organising repairs & Jewellery manufacture as requested by the department; liaising with jewellery workshops
• Maintaining files and making PO’s for all the above.

SALES & AFTER SALES SERVICE PROCESSING:

• Supporting jewellery exhibition set-up and display;
• Support the preparation of the dealer view and exhibition
• Provide support in responding to client enquiries concerning condition reports and additional images
• Support with release of property;
• Support with client after sale services (administrative & logistics).
• Ensuring all the gemmological certificates for the sale are organised and filed post sale and given to operations for shipping to the buyers.

INVENTORY MANAGEMENT:

• Maintaining good order in Strong Room;
• Support biannual inventory and tracking and reconciliation of property;
• Help maintenance of system data; ensuring the systems always accurately reflect current location of property;
• Aged inventory projects.

OTHER:

• Support the Administrator with pre and post-sale administration checks;
• Support the Cataloguer with pre and post-sale tasks;
• Support the maintenance of internal records, including but not limited to competitor analysis and stone lists.
• Maintain and update the Catalogue Archives;
• Assist with any ad hoc projects as required;
• Support the Travelling exhibition organisation – including creating and distributing the Travelling Exhibition Brochures.

IDEAL EXPERIENCE & COMPETENCIES

• Bachelor’s Degree required, ideally in relevant area of study/interest.
• Graduate Gemology degree
• Written and spoken fluency in English is essential; fluency in an additional European language is advantageous.
• Self-motivated with a proactive approach and enthusiasm to broaden their knowledge.
• Excellent organizational skills, with a keen eye for detail, ability to multi-task, prioritize and work well under pressure.
• Excellent interpersonal and communication skills, both written and oral, and a commitment to an exemplary level of client service
• Be a team player with a co-operative attitude and a willingness to take on a wide variety of tasks
• Good working knowledge of Microsoft Office, particularly Outlook, Word and Excel
• Flexibility to work overtime and weekend hours when necessary

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The Company is an equal opportunity employer and considers all applicants for employment without regard to race (including, without limitation, traits historically associated with race, such as natural hair, hair texture, and protective and treated or untreated hairstyles), color, creed, religion, sex, sexual orientation, marital or civil partnership/union status, national origin, age, disability, pregnancy, genetic predisposition, genetic information, reproductive health decision, sexual orientation, gender identity or expression, alienage or citizenship status, domestic violence victim status, military or veteran status, or any other characteristic protected by federal, state/province or local law. The Company complies with applicable state and local laws prohibiting discrimination in employment in every jurisdiction in which it operates.

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