Sale Co-Ordinator, Bonhams Cars in City of Westminster

Sale Coordinator – Bonhams Cars

The Sale Coordinator is an integral role in Bonhams Cars, working in partnership with specialists to deliver auctions and manage day‑to‑day departmental operations.

Weekend work is required; attendance during Friday, Saturday or Sunday sales.

Responsibilities

• Ensure property is offered compliantly and guide vendors through the pre‑sale process, settlement, shipping, cataloguing, VAT implications, private sales, and general client management.
• Use Auctioneer 3, Bonhams’ bespoke auction management system, to enter contracts, sales and client data accurately and timely.
• Liaise with clients throughout the sale cycle, generate and process consignment contracts, obtain KYC and manage payments.
• Apply correct tax/customs schemes to items/contracts and serve as the department’s compliance point of contact.
• Collaborate with specialists to produce catalogues, upload images, text and condition reports to Auctioneer 3 and the Bonhams website.
• Work with the Business Director to ensure all contractual terms and introductory commission are approved under the Bonhams Corporate Governance Approval Policy.
• Coordinate the movement of property through the sale cycle, sending Sale Delivery Instructions to shipping partners and ensuring vehicles under customs are discharged correctly.
• Handle post‑auction transactions, including post‑auction sales, refund forms, cancelled sales and approvals.
• Support clients with after‑sale enquiries, resolve payments, and arrange shipping quotes for purchased and unsold lots.
• Act as liaison between the Motoring Department and the rest of the business, handling phone and email enquiries.
• Process vehicle registration documents post‑sale on behalf of clients in a timely manner.
• Manage the documents desk during sales, taking receipt of clients’ and vehicles’ documents and maintaining the desk for viewings.
• Provide administrative support to other global motoring departments, travelling to European and US sales, preparing required paperwork and ensuring all files are ready.
• Prepare valuations, condition reports and photography as needed for the department.
• Support day‑to‑day auction activities such as responding to client enquiries, bidding and event management.
• Assist the European Logistics and Special Projects Manager and specialists with tasks as capacity allows.
• Resolve client disputes, managing clients through the process and delivering sound solutions.
• Support the Business Director with ad‑hoc tasks and other duties as assigned by the Manager.

Qualifications

• Strong time management and organisational ability.
• A pragmatic, proactive approach to problem solving.
• Excellent resourcefulness and awareness.
• Excellent communication in all modes with both internal and external stakeholders.
• Ability to manage workflow and priorities in a fast‑moving, high‑pressure environment.
• A flexible approach and willingness to support departments and teams outside core responsibilities.
• Experience in an auction administrative position, ideally.
• Enthusiasm and the ability to remain calm under pressure.