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- Tasks: Join us as a Pre-Sale Coordinator, managing sales operations and ensuring top-notch client service.
- Company: Sotheby’s is the leading global marketplace for art and luxury, established in 1744.
- Benefits: Enjoy flexible working hours with a casual role and gain experience in a prestigious environment.
- Why this job: Be part of a dynamic team that values creativity, collaboration, and the transformative power of art.
- Qualifications: Ideal candidates should have a degree in business or related field and strong client service skills.
- Other info: This is a Zero Hour temporary role, perfect for those looking to gain valuable experience.
The predicted salary is between 30000 - 42000 £ per year.
Established in 1744, Sotheby’s is the world’s premier destination for art and luxury. Sotheby’s promotes access to and ownership of exceptional art and luxury objects through auctions and buy-now channels including private sales, e-commerce and retail. Our trusted global marketplace is supported by an industry-leading technology platform and a network of specialists spanning 40 countries and 70 categories which include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits, and Design, as well as collectible cars and real estate. Sotheby’s believes in the transformative power of art and culture and is committed to making our industries more inclusive, sustainable and collaborative.
THE ROLE
Sotheby’s is looking for a Pre-Sale Coordinator to own the operational execution of sales in accordance with company policies and best practices while delivering high-quality client service. This dynamic role is ideal for a candidate who thrives in a fast-paced environment, enjoys multi-tasking and organizational tasks whilst coordinating all key processes leading up to the sales. The successful candidate will support sales across a division (either Fine Art, Arts & Objects or Luxury). This role is currently being advertised as a Zero Hour temporary role.
RESPONSIBLITIES
- Collaborate with wider business to address client enquiries, resolve client issues and execute client transactions to ensure the highest level of client satisfaction
- Ensure all required legal and compliance documentation are on file including photo ID, proof of address, payment instruction and W8/9 forms
- Liaise with clients and manage property throughout the sale cycle
- Communicate with clients, shipping coordinators and overseas and regional offices to facilitate inbound shipments, obtain export licenses and arrange customs clearance in accordance with sale deadlines
- Manage consignment agreements and terms of sale including requesting legal contracts, generating SAP contracts, tracking receipt of all contracts, IC disclosures and IC recipient contracts
- Work closely with Legal department and Business Manager/Director on sale agreements with complex, highly managed terms
- Collaborate with Business Manager/Director with regards to extended payment terms, guarantees and irrevocable bids, ensuring all due diligence requirements are met
- Work with Specialists, Compliance and Shipping to track all outstanding compliance issues and ensure they are resolved according to catalogue and sale deadlines
- With cataloguers arrange for property to be authenticated, where necessary, in line with various committee deadlines
- Coordinate the movement of property with shipping coordinators and with cataloguers and sale coordinators (only for Luxury where we have these coordinators ) internally and externally for third-party services (such as restorers, external experts, authentication committees, photographers)
- Set reserves in systems
- Review pre-sale compliance reports (AML, ALR) and complete High-Value Lot (HVL) forms as necessary
- Prepare lot cards for exhibition
- Coordinate post-auction transactions including post-auction sales, account adjustments and cancelled sales
- Obtain and action recommendations for unsold property and facilitate return to consignor shipment and/or collection
- Process missed reserves
- Follow pending payments with post sale
- Liaise with Post-Sale to manage consignor expectations as it relates to late payment
- Coordinate and facilitate the compliant processing of private sales, including contract preparation and logistics
- Monitor and process House Property and Temporary Admission (TA) property quarterly
- Support Inactive Inventory Initiative and work closely with Specialist department and Operations to meet inventory targets
IDEAL EXPERIENCE & COMPETENCIES
- Degree in business administration or equivalent field preferred
- At least 3+ years’ experience in business administration and/or client service
- Exceptional client service skills including strong verbal and written communication skills
- Competencies in legal, finance and/or project management
- Operationally minded with an appetite for technology
- Ability to multi-task, prioritize and manage challenging deadlines
- Creative problem solver with ability to act quickly and effectively under pressure
- Highly organized and detail oriented
- Self-motivated, enthusiastic, and able to work both independently and as part of a team
- Strong knowledge of Microsoft Office – prior experience with SAP or other Sotheby’s systems is preferable
To view our Candidate Privacy Notice for the US, please click here .
To view our Candidate Privacy Notice for the UK, Hong Kong, France and Switzerland, please click here .
The Company is an equal opportunity employer and considers all applicants for employment without regard to race (including, without limitation, traits historically associated with race, such as natural hair, hair texture, and protective and treated or untreated hairstyles), color, creed, religion, sex, sexual orientation, marital or civil partnership/union status, national origin, age, disability, pregnancy, genetic predisposition, genetic information, reproductive health decision, sexual orientation, gender identity or expression, alienage or citizenship status, domestic violence victim status, military or veteran status, or any other characteristic protected by federal, state/province or local law. The Company complies with applicable state and local laws prohibiting discrimination in employment in every jurisdiction in which it operates.
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Pre-Sale Coordinator (Casual) employer: Sotheby's
Contact Detail:
Sotheby's Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Pre-Sale Coordinator (Casual)
✨Tip Number 1
Familiarise yourself with Sotheby’s operations and the specific sales processes for Fine Art, Arts & Objects, or Luxury. Understanding how these divisions function will help you demonstrate your knowledge during any discussions or interviews.
✨Tip Number 2
Network with current or former Sotheby’s employees to gain insights into the company culture and expectations for the Pre-Sale Coordinator role. This can provide you with valuable information that may not be publicly available.
✨Tip Number 3
Brush up on your client service skills, as this role heavily relies on exceptional communication and problem-solving abilities. Consider role-playing scenarios where you handle client inquiries or issues to build your confidence.
✨Tip Number 4
Showcase your organisational skills by preparing a mock schedule or checklist of tasks that a Pre-Sale Coordinator might manage. This will not only help you understand the role better but also impress interviewers with your proactive approach.
We think you need these skills to ace Pre-Sale Coordinator (Casual)
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in business administration and client service. Emphasise any roles where you managed client transactions or worked in a fast-paced environment, as these are key aspects of the Pre-Sale Coordinator role.
Craft a Compelling Cover Letter: In your cover letter, express your enthusiasm for Sotheby’s and the art industry. Mention specific skills that align with the job description, such as your ability to multi-task and your strong communication skills. Use examples from your past experiences to illustrate your points.
Highlight Relevant Skills: Ensure you mention your competencies in legal, finance, and project management, as these are important for the role. If you have experience with SAP or similar systems, make sure to include that too, as it will set you apart from other candidates.
Proofread Your Application: Before submitting your application, take the time to proofread your CV and cover letter. Look for any spelling or grammatical errors, and ensure that all information is clear and concise. A polished application reflects your attention to detail, which is crucial for this role.
How to prepare for a job interview at Sotheby's
✨Know the Company Inside Out
Before your interview, make sure to research Sotheby’s thoroughly. Understand their history, values, and the specific role of a Pre-Sale Coordinator. This will help you demonstrate your genuine interest in the company and how you can contribute to their mission.
✨Showcase Your Client Service Skills
As the role heavily focuses on client interactions, be prepared to discuss your previous experiences in client service. Share specific examples of how you've resolved client issues or enhanced client satisfaction in past roles.
✨Demonstrate Organisational Skills
The position requires excellent multi-tasking and organisational abilities. Be ready to provide examples of how you've successfully managed multiple projects or deadlines simultaneously, showcasing your ability to thrive in a fast-paced environment.
✨Prepare for Compliance Questions
Given the importance of legal and compliance documentation in this role, brush up on relevant regulations and be prepared to discuss how you would ensure compliance in your work. This shows that you understand the critical aspects of the job.
