Temporary Production Coordinator in London

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.

The position of Production Coordinator involves the production of accurate valuation documents for clients and their professional advisors, supporting a Valuations Manager, and reporting to the Head of Production.

Responsibilities

• Supporting the Head of Department, Head of Production, Valuations Managers and Specialist Departments as required.
• Logging and dealing with all valuation enquiries, directing them as appropriate.
• Co-ordinating the receipt of work from experts, typing, processing and formatting work, extensive proofreading, issuing invoices, ensuring valuations are produced to the highest standard of accuracy and in a timely manner, meeting demanding deadlines.
• Creating spreadsheets and providing data analysis when required.
• Arranging valuation visits, booking travel as and when required, ensuring the team receives the brief and working notes in good time.
• Accompanying Valuations Managers on client visits, as and when required.
• Creating bespoke valuations at the Managers’ request.
• Liaising closely with specialist departments, Client Development, Tax & Heritage, Proposals, and the wider Business Development division, sharing relevant information regarding clients, their collections, and combined projects.
• Maintaining and updating all valuation databases, spreadsheets, priority lists, keeping extensive data records current.
• Coordinating diaries and all associated valuation paperwork for internal meetings such as live reviews, taking notes, writing up memos and maintaining organised files.
• Maintaining complete client confidentiality at all times, adhering to GDPR requirements, and all internal compliance surrounding clients and their personal information.
• Providing excellent levels of client service in line with corporate standards, acting as an ambassador for Sotheby’s in both manner and appearance.

Ideal Experience & Competencies

• A minimum of 2 years’ practical administrative experience at an international auction house is required.
• Have a background in art history, or an interest and willingness to learn about fine and decorative art.
• Educated to graduate standard, ideally with a BA or MA in the History of Art.
• Be computer literate (MS Excel, Word and Power Point; Photoshop desirable), advanced Excel skills are essential.
• Practical knowledge of the Sotheby’s valuation system would be an advantage.
• Knowledge of Sotheby’s services, corporate culture and departments is essential.
• Fluent English (oral and written) is essential, a second European language would be an advantage.
• Ability to communicate professionally and confidently, both verbally and in writing.
• Possess excellent client service skills (diplomacy, sensitivity, maturity, self-assurance and discretion).
• Have an organised and methodical approach to work and high attention to detail.
• Ability to work under pressure, coordinate a busy schedule and prioritise workload, meeting tight deadlines.
• Be self-motivated and able to work effectively alone using own initiative, as well as part of a team.
• Possess commercial awareness and business acumen, along with demonstrable numerical and analytical skills.
• Be a resourceful problem solver, utilising resources and information effectively.
• Flexible approach to working hours.