Client Services Representative
2 days ago
Vogt Auction Galleries is seeking a highly organized and professional Client Services Representative to be the welcoming face of the company. As the initial point of contact for valued customers, you will embody professionalism and warmth, while managing crucial operations to support your colleagues and ensure a seamless client experience.
Key Responsibilities- Welcome and assist customers: Provide a warm and professional greeting, address general inquiries, and efficiently direct customers to the appropriate departments for further assistance.
- Manage communications: Answer and direct incoming phone calls and general information emails, ensuring timely and accurate responses while directing inquiries to the appropriate departments.
- Oversee invoicing and accounts receivable: Coordinate the invoicing process, track payments, and manage accounts receivable to ensure accurate and timely financial transactions.
- Manage post-sale processes: Coordinate with the client and relevant team members on post-sale collection, shipping, and payment. Implement and oversee scheduled reminder procedures to ensure timely follow-up and resolution.
- Manage pre-sale processes: Assemble administrative materials for auction events, process customer registrations and absentee bids, and notify customers of their bidding status and success.
- Front of House Management on Auction Day: Serve as the main point of contact for guests, ensuring a welcoming and organized environment. Handle guest inquiries, assist with registration, and manage the overall flow of the event to ensure a smooth and successful auction experience.
- Manage supplies: Maintain an organized inventory of office and event supplies, placing orders as needed to ensure stock levels are adequate and operations run smoothly.
- Handle mail operations: Oversee the receipt and distribution of incoming mail, and manage the preparation and dispatch of outgoing mail to ensure timely and accurate correspondence.
- Maintain Customer Records: Ensure that customer information is accurately recorded and kept up-to-date, verifying details as needed to support smooth operations and legal compliance.
- Issue Escalation: Identify and escalate relevant issues to the Vice President or Executive Vice President when necessary, ensuring timely resolution and following up to ensure that an appropriate resolution has been reached.
- Friendly and Professional: Demonstrates a personable, organized, and reliable approach.
- Exceptional Communication: Possesses excellent verbal and written communication skills, with a strong ability to listen actively.
- Detail-Oriented: Pays meticulous attention to detail in all tasks.
- Analytical Thinking: Skilled in problem-solving and analytical processes.
- Articulate Representation: Capable of representing Vogt Auction Galleries with clarity, friendliness, patience, and professionalism.
- Highly Organized: Maintains a high level of organization in all aspects of work.
- Adaptability in a Fast-Paced Environment: Thrives under pressure and effectively manages multiple tasks in a dynamic and fast-moving setting.
- Strong Telephone Skills: Exhibits excellent telephone etiquette and communication.
- Tech Savvy: Proficient with computer and online systems, and able to explain technical details in a straightforward manner to clients.
- Patient and Calm: Displays a calm and patient demeanor to effectively assist customers with troubleshooting.
- Good Sense of Humor: Ability to bring a positive and light-hearted touch to interactions, making every client experience memorable.
- Bilingual Advantage: Proficiency in Spanish is an asset.
- Interest in Art & Antiques: A passion for art and antiques is a plus.
- Position: Full-time (40 hours/week + overtime) including some weekend auction events.
- Reports to: Vice President, Client Services > Executive Vice President.
- Benefits: Profit sharing, paid time off, employee discount.
- Salary: Hourly rate commensurate with experience.
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