Office Supervisor in Monrovia, California at JOHN MORAN AUCTIONEERS INC

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 escalated client 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 and payment 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-bookHandles escalated issues and informs executive team, further escalating, if necessaryUpdate client accounts ensuring information is current in the system; oversees follow up on new addresses for returned mail, client interests and relationshipsOversees accounts receivable, ensures unpaid buyers are followed up with in 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 propertyWork with the finance team to maintain financial records and prepare financial reports as neededAssist 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 appropriateOversees and directs incoming calls, emails, and inquiries to the appropriate individualsMaintain an organized and visually appealing reception area, conference rooms, and common spacesSupport HR with the onboarding process for new hires, ensuring a smooth integration into the companyCollaborate with various teams to ensure effective communicationAddress and resolve any office-related issues or challenges that ariseAssist in planning and executing company events, meetings, and conferences, including managing catering arrangements, as neededDisseminate important information and announcements to employees and assist in internal communication effortsSupervises 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 guidelinesSupervises 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 saleEnsures sale day IT functionality by setting up and testing audio/video.Supervises the processing of phone bidsWork directly with customers throughout the entire auction process ensuring a positive experience at all times; registration, placing bids, receiving paymentsExecute online platforms data download for invoicing processing

Manages online platform disputesManage and staffs preview and office staff for all previews

ADDITIONAL RESPONSIBILITIES include but are not limited to:

Additional duties as assigned by supervisorQUALIFICATIONS:

Associate or bachelor’s degree in Business, Management, or related field preferred3+ years of administrative or office management experience in a fast-paced, client-focused environmentStrong communication, interpersonal, negotiation, and diplomatic skillsProven supervisory and leadership experience managing teamsExceptional organization, attention to detail, and problem-solving abilitiesAbility to prioritize, delegate appropriately, and work under pressure with diverse personalitiesCapable of working both independently and collaboratively to see projects through completionSound judgment with the ability to recognize when issues need escalationProficient in Microsoft Excel, Word, and Outlook; able to learn new software as neededPrior auction house, museum, or gallery experience and a second language are pluses