Sale Co-Ordinator, Bonhams Cars

About the Role

The Sale Co‑Ordinator is an integral role in Bonhams and their expert departments, working in partnership with the Specialists in the successful delivery of auctions as well as the day‑to‑day running of the department. The Sale Co‑Ordinator position supports the business in a variety of capacities including ensuring property is offered compliantly, guiding vendors through the pre‑sale process through to the post‑sale settlement, shipping, cataloguing, VAT implications, Private Sales and general client management. The Sale Co‑Ordinator will work in collaboration with the Department Specialists, Business Director and in accordance with company policy and best practice to prepare and execute the auctions while delivering excellent client service.

Key Tasks and Responsibilities

• You will be the department’s experienced user of Auctioneer 3, Bonhams’ bespoke Auction Management System and primary business tool.
• Ensuring that information for contracts, sales and clients is entered accurately and in a timely manner.
• You will work with the Business Director to ensure all contractual terms and introductory commission is approved in line with the Bonhams Corporate Governance Approval Policy before being issued.
• You will liaise with clients regarding their property throughout the sale cycle, including generating, and processing consignment contracts, obtaining the appropriate KYC and payment management.
• You will be responsible for applying the correct Tax/Customs schemes to items/contracts and be the point of contact in the department for all things compliance.
• You will collaborate with the Specialists to produce catalogues which will include uploading images, text and condition reports to Auctioneer 3 and the Bonhams website.
• You will work closely on complex contracts for live, online and private sales and raise as required cases where approval/support is needed.
• You will help co‑ordinate the movement of property throughout the sale cycle, working with Head of Operations to send out Sale Delivery Instructions and in the post‑sale period, hand over vehicles and documents to shippers and ensure cars under customs are correctly discharged.
• You will coordinate post‑auction transactions including post‑auction sales, refund forms and cancelled sales and obtain approval where required.
• You will work with Client Services, Buyer & Vendor Accounts and Shipping partners to support clients with after‑sale enquiries, including the resolution of payments and arranging shipping quotes for both purchased and unsold lots.

Additional Responsibilities

• You will act as a liaison between the Motoring Department and the rest of the business and be the point person for incoming phone and email enquiries.
• Process vehicle registration documents post‑sale on behalf of our clients in a timely manner.
• Weekend work is required for sales on Friday, Saturday or Sunday; you will manage the documents desk for viewings and be on‑site for days at a time as needed.
• Support the other Global Motoring Departments with administrative support and, if required, travel to European and US sales.
• Prepare all filing paperwork for outside sales prior to departure from office, including lot labels, “Check‑In” folder and registration folder.
• Receive vehicles’ historical paperwork, finalise proof of ownership checks and label and store any spare parts before the auction; return paperwork and spare parts afterward.
• Assist with valuations, condition reports and photography as required.
• Support day‑to‑day auction activities including responding to client enquiries pre‑ and post‑sale, bidding and event management.
• Assist the European Logistics and Special Projects Manager and Specialists with tasks as capacity and time permits.
• Resolve client disputes and manage clients through the process.
• Support the Business Director with ad‑hoc tasks.

Key Skills and Experience

• Strong time management and organisational ability.
• A pragmatic and pro‑active 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 and high‑pressure environment.
• A flexible approach and willingness to support departments and teams outside of your core responsibilities.
• Experience in an auction administrative position ideally.
• Enthusiasm and an ability to remain calm under pressure.

What We Offer

• 28 days holidays (including Bank Holidays), increasing to 33 with service.
• Healthcare and Life Assurance.
• Enhanced maternity and paternity leave.
• Cycle to Work Scheme.
• Season Ticket Loan.

Bonhams is an Equal Opportunity Employer. As part of our commitment to fight for equality, we work to ensure a fair and consistent interview process. We celebrate diversity and we are committed to an inclusive work environment.