Primary Function
The Operations Coordinator supports the day-to-day operations and set up for the office, as well as all exhibitions, auctions, tours and events. This position works closely with the rest of the operations team, specialist departments, marketing team and business development team to deliver exceptional client experience through exhibitions, auctions, tours and events. Phillips values a workforce with a wide variety of experiences, backgrounds and skills, so we encourage you to apply even if you do not meet all of the qualifications.
Duties and Responsibilities
Day-to-day operation
- Assist with daily office operations
- Coordinate with the accounting team on all invoicing for the operations team in HK and Asia
- Maintain accurate payment records for the operations team in HK and Asia
- Maintain general office files, and other files related to the company’s operations
- Purchase office equipment, furniture and pantry supplies
- Ensure a luxury, on-brand gallery presentation always
Asia tours, auctions, and events – planning and execution
- Assist Operations Manager to execute auctions, previews and events for Asia-based cities, including venue design and set up, venue management, logistics planning, event rundown, budgeting, and staffing
- Work with contractors and the operations team to manage all venue installation/deinstallation
- Liaise with various external parties to ensure highest customer experience for all events, including venue providers, shipping, security, catering, and entertainment providers
Professional Skills and Experience
- 1+ year operations experience working in art industry, luxury retail, or exhibitions
- Excellent organization and time management skills
- Strong attention to detail
- Ability to work to strict deadlines and in high pressure situations
- Fluent English and Chinese spoken and written language skills
- Passionate about venue set up and design
Working Conditions
- Ability to multi-task and work autonomously in a team-based environment
- Excellent customer service skills
- Positive communication skills that are professional and yet friendly with co-workers and clients of Phillips
Additional Info
- The candidate must be flexible with regard to work schedules and weekend hours and be willing to work at all auctions and events
