Seller Operations Coordinator in London

ABOUT SOTHEBY'S Established in 1744, Sotheby’s promotes access and ownership of exceptional art and luxury objects through auctions, private sales and retail. Our deep expertise across 70 selling categories is supported by a leading technology platform and a global network of specialists spanning 40 countries. Selling categories 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 through RM Sotheby’s and Concierge. Sotheby’s Financial Services is a leading art lender and provides capital solutions for collectors around the world, having originated more than $12 billion in loans since its inception.

Seller Operations Coordinator Reporting to: Seller Operations Manager Position Summary Sotheby’s is looking for an experienced Seller Operations 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 Luxury or Fine Art or Private sales).

Responsibilities include but are not limited to:

• Collaborate with the 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 instructions 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 CLM contracts, tracking receipt of all contracts, IC disclosures and IC recipient contracts.
• Work closely with the Legal department and Business Manager/Director on sale agreements with complex, highly managed terms.
• Collaborate with the 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.
• Work with cataloguers to arrange for property to be authenticated, where necessary, in line with various committee deadlines.
• Coordinate the movement of property with shipping coordinators, cataloguers and sale coordinators, internally and externally for third-party services (such as restorers, external experts, authentication committees, photographers).
• Manage starting bids, reserves and selling reserves for sales in ADM.
• Review pre-sale compliance reports (AML, ALR) and complete High-Value Lot (HVL) forms as necessary.
• 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 buyer payments with Post-Sale to manage consignor expectations as it relates to late payment.
• Coordinate and facilitate the processing of private sales, including contract preparation and logistics whilst ensuring all due diligence has been completed.
• Monitor and process House Property and Temporary Admission (TA) property.
• Support Inactive Inventory Initiative and work closely with Specialist department and Operations to meet inventory targets.

Qualifications:

• 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.