Job Title: Sales Administrator, Hong Kong

Reporting to: Sales Operations Manager

Working hours: Tuesday to Saturday - 10:45 - 19:00 (additional hours as required)

•  Responsible for providing sales administration support to the regional sales team in Asia
• Duties predominantly relate to pre-sale administration (research, recording offers, database management etc.)
• Must have ability to multitask and work effectively under pressure
• Excellent communication skills, strong command in both Chinese and English
• Minimum two years of work experience, preferably in art galleries or organisations

Responsibilities

Sales Administration (70%)

Assigned duties are subject to change

• Draft formal client correspondence for artwork proposals, art fair and exhibition previews as required
• Create bespoke offer packs and PDFs with artwork details
• Translate artwork information as required
• Assist with the sending out of artwork information packs, invoices and catalogue mail outs including collating, mailing, tracking in database, printing glossy images etc.
• Oversee the preparation of client lists such as call lists, offer lists, contact lists for events, email and catalogue mail-outs, and update information on database
• Assist with management and maintenance of client database
• Assist with client and artwork research as instructed
• Act as the point of contact for clients by phone, email and in person as required
• Inform all relevant departments of transactions (Finance Registrars, Partners)
• Organise the hang of artworks for client viewings, communicating and liaising with internal staff (warehouse / technical) and external companies to ensure the hang is executed
• Assist and support in maintaining good-working relationships with new and existing clients acting as the point of contact for clients by phone, email and in person as required
• Work flexible working hours during international travel as required
• Attend regular internal training sessions as required
• Assist with submitting credit and cash expenses in a timely manner
• Book cars & couriers as requested
• Pass invoices for purchases made within 48 hours of receipt of invoice team
• Work at gallery's exhibition openings and external events
• Attend internal meetings (Sales and Admin) meetings and minute as required
• Manage all travel bookings alongside individual T&E budget and assist with submission quarterly ensuring budget is not exceeded and company guidelines are adhered to
• General duties (diary management etc.)
• Act as cover for Sales Administrators during annual and sick leave
• Ad hoc duties as assigned

Sales Team Administration (30%) - Art Fair Coordination

• Projects as assigned
• Front Desk Support
• Welcome walk-in clients answering questions and forwarding to colleague as appropriate
• Offer coffee & tea to clients 

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