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Temporary Pre-sale Coordinator
3 months ago
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
RESPONSIBILTIES
- 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 thirdparty services (such as restorers, external experts, authentication committees, photographers)
- Set reserves in systems
- Review presale compliance reports (AML, ALR) and complete High-Value Lot (HVL) forms as necessary
- Prepare lot cards for exhibition
- Coordinate postauction transactions including postauction 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 multitask, prioritize and manage challenging deadlines
- Creative problem solver with ability to act quickly and effectively under pressure
- Highly organized and detail oriented
- Selfmotivated, 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
