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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