Sales Administrator, Hong Kong

5 days ago


Hong Kong, Central and Western District, Hong Kong SAR China White Cube Full time
Job Details: Sales Administrator, Hong Kong

Vacancy No: VN165

Employment Type: Permanent (Full-time)

Location: Hong Kong

Description:

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 the 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.

Key Responsibilities:

  • Sales Administration (70%):
    • 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 sending out 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 the 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.
    • Work flexible 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.
    • Work at gallery's exhibition openings and external events.
    • Attend internal meetings (Sales and Admin) 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 colleagues as appropriate. Offer coffee & tea to clients.
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