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For Companies At a Glance
- Tasks: Coordinate sales operations and deliver top-notch client service in a fast-paced environment.
- Company: Join Sotheby's, the world's leading destination for art and luxury since 1744.
- Benefits: Gain valuable experience in a prestigious company with a dynamic work culture.
- Why this job: Be part of an innovative team that values art, culture, and inclusivity.
- Qualifications: Degree in business administration preferred; 3+ years in client service or business admin.
- Other info: Exciting opportunity for growth in a globally recognised brand.
The predicted salary is between 30000 - 42000 £ per year.
About Sotheby\’s
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
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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.
Pre-Sale Coordinator employer: Sotheby's
Contact Detail:
Sotheby's Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Pre-Sale Coordinator
✨Tip Number 1
Network like a pro! Reach out to people in the art and luxury sectors, especially those connected to Sotheby’s. Attend events, join online forums, and don’t be shy about asking for informational interviews. You never know who might have the inside scoop on job openings!
✨Tip Number 2
Prepare for the interview by researching Sotheby’s and its operations. Understand their sales processes and client service standards. This will help you demonstrate your knowledge and enthusiasm during the interview, making you stand out as a candidate.
✨Tip Number 3
Practice your communication skills! As a Pre-Sale Coordinator, you’ll need to liaise with clients and colleagues effectively. Role-play common scenarios or questions you might face in the interview to boost your confidence and clarity.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, it shows you’re serious about joining the Sotheby’s team. Keep an eye on our listings and apply early!
We think you need these skills to ace Pre-Sale Coordinator
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your CV and cover letter for the Pre-Sale Coordinator role. Highlight your relevant experience in client service and business administration, and don’t forget to mention any specific skills that align with the job description.
Show Off Your Communication Skills: Since this role requires exceptional verbal and written communication, give examples of how you've successfully communicated with clients or resolved issues in the past. This will show us you’re a great fit for our team!
Be Organised and Detail-Oriented: We love candidates who are highly organised and detail-oriented. Use your application to demonstrate how you manage multiple tasks and deadlines effectively. A well-structured application can really make you stand out!
Apply Through Our Website: Don’t forget to submit your application through our website! It’s the best way for us to receive your details and ensures you’re considered for the role. We can’t wait to see what you bring to the table!
How to prepare for a job interview at Sotheby's
✨Know Your Art and Luxury
Familiarise yourself with Sotheby's offerings, especially in Fine Art and Luxury. Understand the current trends and key players in the market. This knowledge will help you engage in meaningful conversations during the interview.
✨Showcase Your Client Service Skills
Prepare examples that highlight your exceptional client service experience. Think of situations where you resolved issues or exceeded client expectations, as this role heavily relies on delivering high-quality client service.
✨Demonstrate Organisational Prowess
Be ready to discuss how you manage multiple tasks and deadlines. Use specific examples from your past roles to illustrate your ability to stay organised and prioritise effectively, which is crucial for a Pre-Sale Coordinator.
✨Brush Up on Compliance Knowledge
Since the role involves legal and compliance documentation, it’s beneficial to have a basic understanding of relevant regulations. Be prepared to discuss how you’ve handled compliance issues in previous positions, showcasing your operational mindset.
