Sales Support and Logistics Administrator

The Art Works Group is a leading fine art enterprise committed to delivering education, transparency, and market insight assisting collectors, investors, and enthusiasts in navigating the complex world of fine art. The company provides comprehensive advice and guidance on all aspects of art acquisition, from emerging and mid-career works on the primary market to the world's most iconic blue-chip pieces on the secondary market. With a strong focus on investment, The Art Works Group is dedicated to helping clients make informed decisions and achieve their collecting and investment goals.

Reports to: Global Fine Art Director

Position Type: Full-Time

Location: Samsung Hub, Singapore

Job Overview:

We are seeking a detail-oriented and proactive Data and Logistics Coordinator to support our growing operations in fine art management. This role involves managing and maintaining accurate artwork data within our central database, ensuring the timely and error-free processing of information. The successful candidate will work closely with the sales, finance, and operations teams to support pre- and post-sale processes, facilitate invoice administration, and oversee data migration tasks. Experience with CRM systems, e-commerce platforms, and accounting software is highly desirable. This position requires strong organizational skills, the ability to multitask in a fast-paced environment, and a keen eye for detail.

Key Responsibilities:

Sales Support

• Order Processing: Accurately process sales orders in a timely manner, verifying all details and requirements.
• Client Communication: Respond to client inquiries, address concerns, and provide updates on order status.
• Administrative Assistance: Prepare sales materials, manage schedules, and maintain organized filing systems to support the sales team.
• After-Sales Support: Provide ongoing assistance to clients post-purchase, resolving any issues that may arise and ensuring satisfaction.
• Reporting: Maintain accurate sales data and generate regular reports to track performance and inventory.

Data Management & Logistics

• Artwork Database: Maintain and update the central artwork database, ensuring accuracy and completeness of all records.
• Data Migration: Assist in improving database functionality and efficiency through effective data migration strategies.
• Logistics Coordination: Work closely with internal departments to facilitate artwork transportation, storage, and documentation.
• Seamless Integration: Collaborate with various teams to ensure data consistency and smooth information flow across the organization.

Sales & Administrative Support

• Pre- & Post-Sale Administration: Provide administrative assistance to the sales team, including contract management and documentation.
• Document Management: Ensure proper handling and archiving of invoices, purchase agreements, and client correspondence.
• Process Improvement: Identify and recommend opportunities for enhancing administrative efficiency and effectiveness.

Finance & Invoice Administration

• Invoice Processing: Support the CFO in processing and reconciling invoices, tracking payments, and following up on outstanding balances.
• Accurate Records: Uphold strict record-keeping standards to align with company financial policies and compliance requirements.

CRM Support

• CRM Maintenance: Utilize platforms like Salesforce (or similar) to track customer interactions, sales, and operational data.

Logistics Management

• Shipping Coordination: Arrange and monitor artwork shipping, ensuring safe and timely delivery.
• Packing & Crating: Oversee packing and crating processes, adhering to industry standards and client-specific requirements.
• Transportation & Customs: Research and book suitable transport methods, manage customs documentation, and ensure compliance with regulations.
• Liaison with Handlers & Storage Providers: Coordinate with external art handlers and storage facilities to guarantee proper care, secure storage, and seamless transfers of artworks.
• Inventory Control: Maintain accurate inventory records, anticipating demand and addressing shortages proactively.
• Problem-Solving: Troubleshoot logistical issues such as delays or damage, implementing solutions promptly to minimize disruption.
• Collaboration: Partner with internal teams (e.g., customer care, warehouse) to support efficient end-to-end operations.

Qualifications

• Education & Experience
• Bachelor’s degree in Business Administration, Logistics, Data Management, Arts Management, or a related field.
• Previous experience in database management, sales operations, or logistics (particularly within the art industry) is a plus.
• Familiarity with CRM tools like Salesforce and accounting or e-commerce platforms is advantageous.
• Technical Skills
• Proficiency in data entry, database management, and Microsoft Excel.
• Solid understanding of logistics processes, including shipping and inventory management.
• Ability to handle large datasets with exceptional attention to detail.
• Soft Skills
• Excellent organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Demonstrated ability to work both independently and in collaboration with cross-functional teams.
• Proactive mindset with a drive for process improvement.
• Commitment to delivering high-quality, detail-oriented work.
• Personal Attributes
• Highly motivated, self-driven, and adaptable.
• Passion for art is a plus (but not required).
• Capable of thriving in a fast-paced, dynamic environment.

Benefits

• Professional Growth: Opportunities to develop your career within the Fine Art industry, including exposure to high-value works and art market insights.
• Collaborative Environment: Work alongside a passionate team dedicated to excellence in art advisory and client services.
• Continuing Education: Access to industry events, webinars, and training programs to expand your knowledge and skill set.

Application Process

Interested candidates are invited to submit their CV and a cover letter detailing relevant experience and motivation for applying to [email protected]. Please include the position title, “Sales Support and Logistics Administrator,” in the subject line of your email. We appreciate all applications; however, only shortlisted candidates will be contacted for further steps. We look forward to your application and the possibility of you joining our dedicated team!

The Art Works Group is a leading fine art enterprise committed to delivering education, transparency, and market insight assisting collectors, investors, and enthusiasts in navigating the complex world of fine art. The company provides comprehensive advice and guidance on all aspects of art acquisition, from emerging and mid-career works on the primary market to the world's most iconic blue-chip pieces on the secondary market. With a strong focus on investment, The Art Works Group is dedicated to helping clients make informed decisions and achieve their collecting and investment goals.

Reports to: Global Fine Art Director

Position Type: Full-Time

Location: Samsung Hub, Singapore

Job Overview:

We are seeking a detail-oriented and proactive Data and Logistics Coordinator to support our growing operations in fine art management. This role involves managing and maintaining accurate artwork data within our central database, ensuring the timely and error-free processing of information. The successful candidate will work closely with the sales, finance, and operations teams to support pre- and post-sale processes, facilitate invoice administration, and oversee data migration tasks. Experience with CRM systems, e-commerce platforms, and accounting software is highly desirable. This position requires strong organizational skills, the ability to multitask in a fast-paced environment, and a keen eye for detail.

Key Responsibilities:

Sales Support

• Order Processing: Accurately process sales orders in a timely manner, verifying all details and requirements.
• Client Communication: Respond to client inquiries, address concerns, and provide updates on order status.
• Administrative Assistance: Prepare sales materials, manage schedules, and maintain organized filing systems to support the sales team.
• After-Sales Support: Provide ongoing assistance to clients post-purchase, resolving any issues that may arise and ensuring satisfaction.
• Reporting: Maintain accurate sales data and generate regular reports to track performance and inventory.

Data Management & Logistics

• Artwork Database: Maintain and update the central artwork database, ensuring accuracy and completeness of all records.
• Data Migration: Assist in improving database functionality and efficiency through effective data migration strategies.
• Logistics Coordination: Work closely with internal departments to facilitate artwork transportation, storage, and documentation.
• Seamless Integration: Collaborate with various teams to ensure data consistency and smooth information flow across the organization.

Sales & Administrative Support

• Pre- & Post-Sale Administration: Provide administrative assistance to the sales team, including contract management and documentation.
• Document Management: Ensure proper handling and archiving of invoices, purchase agreements, and client correspondence.
• Process Improvement: Identify and recommend opportunities for enhancing administrative efficiency and effectiveness.

Finance & Invoice Administration

• Invoice Processing: Support the CFO in processing and reconciling invoices, tracking payments, and following up on outstanding balances.
• Accurate Records: Uphold strict record-keeping standards to align with company financial policies and compliance requirements.

CRM Support

• CRM Maintenance: Utilize platforms like Salesforce (or similar) to track customer interactions, sales, and operational data.

Logistics Management

• Shipping Coordination: Arrange and monitor artwork shipping, ensuring safe and timely delivery.
• Packing & Crating: Oversee packing and crating processes, adhering to industry standards and client-specific requirements.
• Transportation & Customs: Research and book suitable transport methods, manage customs documentation, and ensure compliance with regulations.
• Liaison with Handlers & Storage Providers: Coordinate with external art handlers and storage facilities to guarantee proper care, secure storage, and seamless transfers of artworks.
• Inventory Control: Maintain accurate inventory records, anticipating demand and addressing shortages proactively.
• Problem-Solving: Troubleshoot logistical issues such as delays or damage, implementing solutions promptly to minimize disruption.
• Collaboration: Partner with internal teams (e.g., customer care, warehouse) to support efficient end-to-end operations.

Qualifications

• Education & Experience
• Bachelor’s degree in Business Administration, Logistics, Data Management, Arts Management, or a related field.
• Previous experience in database management, sales operations, or logistics (particularly within the art industry) is a plus.
• Familiarity with CRM tools like Salesforce and accounting or e-commerce platforms is advantageous.
• Technical Skills
• Proficiency in data entry, database management, and Microsoft Excel.
• Solid understanding of logistics processes, including shipping and inventory management.
• Ability to handle large datasets with exceptional attention to detail.
• Soft Skills
• Excellent organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Demonstrated ability to work both independently and in collaboration with cross-functional teams.
• Proactive mindset with a drive for process improvement.
• Commitment to delivering high-quality, detail-oriented work.
• Personal Attributes
• Highly motivated, self-driven, and adaptable.
• Passion for art is a plus (but not required).
• Capable of thriving in a fast-paced, dynamic environment.

Benefits

• Professional Growth: Opportunities to develop your career within the Fine Art industry, including exposure to high-value works and art market insights.
• Collaborative Environment: Work alongside a passionate team dedicated to excellence in art advisory and client services.
• Continuing Education: Access to industry events, webinars, and training programs to expand your knowledge and skill set.

Application Process

Interested candidates are invited to submit their CV and a cover letter detailing relevant experience and motivation for applying to [email protected]. Please include the position title, “Sales Support and Logistics Administrator,” in the subject line of your email. We appreciate all applications; however, only shortlisted candidates will be contacted for further steps. We look forward to your application and the possibility of you joining our dedicated team!