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Business Manager, Contemporary

Expired Job

Sotheby's New York , NY 10007

Posted 2 months ago

Responsibilities

Financial

  • Assist with the preparation of annual financial plan and presentation

  • Support in monthly financial reporting, monitoring departmental expenses, updating financial entries, and tracking variances month to month

  • Review and approve travel requests, timesheets, purchase orders, vendor invoices, and all financial transactions, escalating for further review as needed

  • Participate in the review and tracking of all departmental expenses, coordinating the management of sale budgets closely with departments throughout the business, such as Marketing, Proposals, Special Events, Catalogue Production, Facilities

Sale Related

  • Issue contracts for non-system-generated agreements, and work with Legal department to produce non-standard agreements for auction, loans/advances and guarantees, irrevocable bids, etc. Partner closely with Legal department to ensure expedient contract delivery to consignors.

  • Review and enter all irrevocable bid information leading up to and on sale day; monitor irrevocable bid activity in salesroom and communicate with IT and Press to ensure accurate reporting of sale figures

  • Assist with the coordination of travelling exhibitions as needed

  • Manage the department's catalogue publishing process, including budget, quantity, page count, and mailing list

  • Facilitate extended payment terms process as needed

  • Participate in auction invoice and statement review

  • Liaise with Post Sale Services and department to manage late payments

  • Prepare and distribute presale and postsale analyses for each auction and provide ad hoc reporting on sales, assisting with preparation of competitor analysis and other reports

  • Assist with tracking auction contributions from staff throughout the business, ensuring information is entered pre-sale; review sale results with heads of sale and business team to determine accurate allocation of contributions

Administration Oversight

  • Oversee pre and post-sale administration for all auctions and online sales

  • Participate in training and supervision of Administrators; ensure adherence to corporate governance, seamless sale administration, and delivery of accurate client settlements; regularly meet and review to see that administrative responsibilities are handled efficiently

  • Manage House Property, prepare inventory sheets, track changes, suggest disposal plans and ensure that all governance is obtained for write-downs; track financial reporting of house property and attend quarterly management reviews

  • Aging Inventory act as department point person for Inventory Management Team; send out bi-weekly reports to admin team

  • Assist with audit requests

  • Assist with projects and analysis on ad hoc basis

Qualifications

  • Prior auction administration experience at Sotheby's a plus

  • Ideally possess broad and deep knowledge of Sotheby's systems, governance and processes

  • Minimum of 3-4 years of work experience in a related discipline

  • Experience and demonstrated success as an administrative and financial business partner dealing with a wide range of business issues

  • Demonstrated aptitude for project management, process improvement, troubleshooting and change management

  • Ability to anticipate risks, make adjustments and inform appropriate management

  • Ability to thrive and be flexible in a fast-paced environment with excellent personal time management to effectively plan and coordinate multiple projects simultaneously

  • Strong interpersonal skills; ability to nurture and develop trusted working relationships with colleagues and senior staff

  • Maintain a calm, professional and positive attitude towards colleagues and clients

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Business Manager, Contemporary

Expired Job

Sotheby's