Evening Pre-Sale Coordinator London, England
Job description
ABOUT SOTHEBY'S
Established in 1744, Sotheby's is the world's premier destination for art and luxury. Synonymous with innovation, Sotheby's promotes access, connoisseurship and preservation of fine art and rare objects through auctions, private sales and retail locations. Our trusted global marketplace is supported by a network of specialists spanning 40 countries and 50 categories, which include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits, and Interiors, among many others.
THE ROLE
Sotheby's is seeking an experienced Pre-Sale 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 for one or more departments.
RESPONSIBILITIES
Include but are not limited to:
- 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 Specialist departments, the 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 property to be authenticated, where necessary, in line with the various committee deadlines
- Working with regional offices to coordinate the movement of property for other sale locations (export for sale and return shipments)
- Coordinating extended payment terms being offered in conjunction with the Post Sale Manager and Business Manager/Director
- Managing non-systematic terms and complex settlements following the auction
- 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 authorization 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 clam 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.
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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.
