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Assistant Office Manager

Under the direction of the HR/Finance Director, the Assistant Office Manager will be responsible for the Customer experience; ensuring general phone calls and emails are answered in a timely manner, clients are properly vetted prior to being registered and bids are entered correctly. Ensures company files are properly stored and filed. Assists with certain operational and facilities tasks. Assists in the maintenance of company financial data, HR Files and inventory tracking.

In addition to providing an outstanding customer experience, the individual must have the skills and qualifications to successfully achieve the following goals:

Finance:

  • • Assists in the entry and maintenance of financial data in the company’s accounting software (QuickBooks)
  • • Assist in maintaining the integrity of financial data between accounting software and auction software
  • • Assists in the monthly and quarterly audit of financial records

Customer Service:

  • • Ensuring that all auction registrations are addressed in a timely manner through all channels (online, email and in-person)
  • • Ensuring proper vetting of new clients, escalating issues to Finance Director as needed
  • • Maintaining workflow of client inquiry tracking, providing regular reporting to supervisor on workflow lags
  • • Ensuring clients are treated with care and respect while adhering to company policies set by the employee handbook
  • Utilizing a solution-driven approach in response to customer needs and inquiries
  • • Assist in the resolution of escalated issues as needed and escalating further when necessary
  • • Update client accounts ensuring information is current in the system; oversees follow up on new addresses for returned mail, client interests and relationships
  • • Open and closing duties

Auction Support:

  • • Supervises bidder approval on all online platforms following established company guidelines
  • • Supervises sale day activities: Ensures bids are entered correctly, successful bids are reconciled, invoices are generated correctly (including sales tax) and sent to clients in a timely manner
  • • 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

Human Resources:

  • • Assists in Maintaining HR Employee Records

ADDITIONAL RESPONSIBILITIES include but are not limited to:

  • • Additional duties as assigned by supervisor

QUALIFICATIONS:

  • • Bachelor’s degree in business, finance or accounting – or 10 years of equivalent office management or accounting experience
  • • Accounting Software Experience (QuickBooks, Xero, etc.)
  • • Demonstrated ability to manage teams of people
  • • Proven track record of financial acumen
  • • Prior auction house, museum or gallery experience preferred
  • • Outstanding organization, communication and problem-solving skills
  • • Detail oriented and accurate
  • • Experience working with high call volumes
  • • Ability to work under pressure and handle multiple deadlines
  • • Ability to work diplomatically with a variety of personalities
  • • Ability to work independently and within groups to see a project through to competition
  • • Ability to assess a situation and understand it needs to be escalated
  • • PC literate in MS Office applications Excel, Word, and Outlook. The ability to adapt to new programs as required
  • • Experience working with art objects a plus
  • • Second language a plus

To apply, please email a cover letter and resume to careers@johnmoran.com

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