Pre-sale Coordinator

3 weeks ago

London, United Kingdom Sotheby's Full time

**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**

**RESPONSIBILITIES**

Senior** **Responsibilities will include but are not limited to:

- Support with the onboarding and induction of new Coordinators to the business, as well as ongoing training and mentoring.
- Be a systems superuser (SAP/Viking/CAT/Client system)
- Review and approve pre-sale and compliance checklists, VAT reports/symbols for low complexity sales
- Oversee and support complex consignments with Coordinators, liaising between clients and support departments as needed.
- Provide ad-hoc support and oversight for all aspects of the sale and relevant post-auction coordination for low complexity sales
- Lead and review key annual projects including inventory, House Property and TA property
- Collaborate with relevant stakeholders in the resolution of day to day sale coordination issues
- Support execution of change management for key initiatives from within and outside of Service Operations
- Highlight and provide recommendations to alleviate workload or sale assignment constraints in collaboration with Pre-Sale Managers
- Working with the Pre-Sale Managers and the Senior Coordinator group on business-related projects as and when required.

The above responsibilities are in addition to the Pre-Sale Coordinator responsibilities which include but are not limited to:

- Working with multiple 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
- Managing consignment terms and issuing contracts in preparation for live, online sales and private sales
- 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
- Working with Regional Offices to coordinate the movement of property via London for other sale locations (export for sale and return shipments)
- 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
- Arranging for the property to be authenticated, where necessary, in line with the various committee deadlines
- 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
- Work on non-systematic terms following the auction and managing complex settlement requirements
- Facilitating financial transactions in compliance with our Corporate Governance
- Collaborating with Business Manager/Director with regards to guarantees and irrevocable bids, making sure all due diligence requirements are met
- Coordinating extended payment terms being offered in conjunction with Post Sale Manager and Business Manager/Director
- 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
- Excellent client service skills including strong verbal and written communication skills
- Ability to multi-task, prioritize and manage challenging deadlines
- Solution-oriented with a pragmatic approach to problem solving and excellent resourcefulness
- Highly organized and detailed oriented
- Ability to work independently and as part of a team

**_ The Company is an equal opportunity employer and considers all applicants for

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