Pre Sale Experience Coordinator

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 an experienced Pre-Sale Experience Coordinator to own the administration 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 role holder will support sales across departments.

RESPONSIBILITIES

• Working with other business areas to respond to client enquiries, resolve client issues and execute client transactions to ensure the highest level of client satisfaction.
• Liaising with clients and managing their property throughout the sale cycle.
• Communicating with clients, shipping coordinators and Sotheby’s Regional Offices to facilitate inbound shipments, obtain export licenses and arrange customs clearance in line with sale deadlines.
• Managing consignment terms and issuing contracts in preparation for live, online sales and private sales.
• Working closely with the Legal department and Business Manager/Director on sale agreements with complex, highly managed terms.
• Acting as a liaison between the Specialist department and support departments such as Legal, Compliance, Risk, Tax, Payments and Post Sales.
• Coordinating Travelling exhibitions in partnership with the Departments, Pre-Sale Shipping team and Business Managers/Directors.
• Working with Specialists, Compliance and Shipping to track all outstanding compliance issues and ensure they are resolved according to catalogue and sale deadlines.
• Collaborating with Business Manager/Director with regards to guarantees and irrevocable bids, making sure all due diligence requirements are met.
• Arranging for the property to be authenticated, where necessary, in line with the various committee deadlines.
• Working with Regional Offices to coordinate the movement of property via London for other sale locations (export for sale and return shipments).
• Coordinating extended payment terms being offered in conjunction with Post Sale Manager and Business Manager/Director.
• Work on non-systematic terms following the auction and managing complex settlement requirements.
• Facilitating financial transactions in compliance with Sotheby’s Corporate Governance.
• Coordinating post-auction transactions including post-auction sales, account adjustments and cancelled sales.
• Obtaining and actioning recommendations for unsold property and facilitating the handover for shipment and/or collection to the Post-Sale team.
• Coordinating the movement of the property internally and externally for third-party services (such as restorers, external experts, authentication committees, photographers).
• Processing Purchase Orders (completing forms and obtaining authorisation before ordering goods and services).
• Monitoring and processing House Property and Temporary Admission (TA) property quarterly.
• Managing Aged Inventory by coordinating bi-annual reviews of department aged inventory.

IDEAL EXPERIENCE & COMPETENCIES

• Degree holder 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.
• Ability to multi-task, prioritize and manage challenging deadlines.
• A pragmatic approach to problems, with excellent resourcefulness.
• Enthusiastic with an ability to think on your feet and remain calm under pressure.
• Highly organized and detail oriented.
• Ability to work independently and as part of a team.
• Prior experience with SAP is an advantage.
• Strong knowledge of Sotheby’s systems, Microsoft Office particularly Word, Excel, Outlook.