Office Supervisor

OVERVIEW: The Office Supervisor provides key oversight of the Customer Service team ensuring general phone calls and emails are answered in a timely manner, clients are property vetted prior to being registered and bids are entered correctly. Responds to escalatedclient questions / concerns, further escalating when necessary.Ensures company files are properly stored, supplies are ordered and the office runs in an orderly fashion.Maintains best practices for all financial aspects of the company andpayment processing.

ESSENTIAL JOB FUNCTIONS include but are not limited to:

• Supervises and supports the customer service team ensuring clients are treated with care and respect while adhering to company policies set by the employee hand-book
• Handles escalated issues and informs executive team, further escalating, if necessary
• Update client accounts ensuring information is current in the system; oversees follow up on new addresses for returned mail, client interests and relationships
• Oversees accounts receivable, ensures unpaid buyers are followed up within a timely manner, accuracy of daybooks (incoming wire transfers, credit card transactions, cash and check deposits).  Ensures checks have cleared prior to authorizing release of property
• Work with the finance team to maintain financial records and prepare financial reports as needed
• Assist in basic financial and administrative tasks, such as expense tracking

• Ensures W-9 collection from clients and vendors are being processed and then issue 1099’s as part of the year close out, when appropriate
• Oversees and directs incoming calls, emails, and inquiries to the appropriate individuals
• Maintain an organized and visually appealing reception area, conference rooms, and common spaces
• Support HR with the onboarding process for new hires, ensuring a smooth integration into the company
• Collaborate with various teams to ensure effective communication
• Address and resolve any office-related issues or challenges that arise
• Assist in planning and executing company events, meetings, and conferences, including managing catering arrangements, as needed
• Disseminate important information and announcements to employees and assist in internal communication efforts
• Supervises office supplies orders, inventory, food and beverage, and equipment maintenance

Auction Support

• Ensures online platform bidding align with in-house auction record keeping (auctioneer’s book) to keep all invoices accurate.
• Supervises bidder approval on all online platforms following established company guidelines
• Supervises sale day activities: Ensures bids are entered correctly, Conditions of Sale acknowledgment has been signed, successful bids are reconciled, invoices are generated correctly (including sales tax) and sent to clients the day of the sale
• Ensures sale day IT functionality by setting up and testing audio/video.
• Supervises the processing of phone bids
• Work directly with customers throughout the entire auction process ensuring a positive experience at all times; registration, placing bids, receiving payments
• Execute online platforms data download for invoicing processing

• Manages online platform disputes
• Manage and staffs preview and office staff for all previews

ADDITIONAL RESPONSIBILITIES include but are not limited to:

• Additional duties as assigned by supervisor

QUALIFICATIONS:

• Associate or bachelor’s degree in Business, Management, or related field preferred
• 3+ years of administrative or office management experience in a fast-paced, client-focused environment
• Strong communication, interpersonal, negotiation, and diplomatic skills
• Proven supervisory and leadership experience managing teams
• Exceptional organization, attention to detail, and problem-solving abilities
• Ability to prioritize, delegate appropriately, and work under pressure with diverse personalities
• Capable of working both independently and collaboratively to see projects through completion
• Sound judgment with the ability to recognize when issues need escalation
• Proficient in Microsoft Excel, Word, and Outlook; able to learn new software as needed
• Prior auction house, museum, or gallery experience and a second language are pluses