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Sales Operations Coordinator

2 months ago

London, Greater London, United Kingdom Sotheby's Full time

Sotheby's is seeking a dedicated Sales Operations Coordinator to manage the execution of sales processes in alignment with company standards and best practices while ensuring exceptional client service. This engaging position is perfect for individuals who excel in a dynamic setting, adept at multitasking and organizational responsibilities while overseeing all critical processes leading up to sales. The ideal candidate will assist in sales across various divisions, including Fine Art, Arts & Objects, or Luxury.

KEY RESPONSIBILITIES

  • Collaborate with various departments to address client inquiries, resolve issues, and facilitate transactions, ensuring the highest level of client satisfaction.
  • Maintain all necessary legal and compliance documentation, including identification, proof of address, payment instructions, and relevant tax forms.
  • Engage with clients and manage property throughout the sales cycle.
  • Communicate with clients, shipping coordinators, and regional offices to facilitate inbound shipments, secure export licenses, and arrange customs clearance in accordance with sale timelines.
  • Oversee consignment agreements and terms of sale, including the preparation of legal contracts and tracking of all necessary documentation.
  • Work closely with the Legal department and Business Manager/Director on complex sale agreements.
  • Partner with Business Manager/Director regarding extended payment terms, guarantees, and irrevocable bids, ensuring all due diligence is performed.
  • Collaborate with Specialists, Compliance, and Shipping to monitor outstanding compliance issues and ensure resolution in line with catalog and sale deadlines.
  • Coordinate authentication of property with cataloguers as needed, adhering to committee deadlines.
  • Manage the logistics of property movement with shipping coordinators and cataloguers, including third-party services.
  • Set reserves in the system and review pre-sale compliance reports.
  • Prepare lot cards for exhibitions and coordinate post-auction transactions.
  • Facilitate the return of unsold property to consignors and manage pending payments.
  • Liaise with Post-Sale to align consignor expectations regarding payments.
  • Ensure compliant processing of private sales, including contract preparation and logistics.
  • Monitor and process House Property and Temporary Admission property quarterly.
  • Support inventory initiatives and collaborate with the Specialist department to meet inventory targets.

REQUIRED EXPERIENCE & SKILLS

  • A degree in business administration or a related field is preferred.
  • A minimum of 3 years of experience in business administration or client service.
  • Exceptional client service abilities, with strong verbal and written communication skills.
  • Knowledge in legal, finance, and/or project management.
  • Operationally minded with a strong affinity for technology.
  • Proven ability to multitask, prioritize, and manage tight deadlines.
  • Creative problem-solving skills, capable of acting swiftly and effectively under pressure.
  • Highly organized and detail-oriented.
  • Self-motivated and enthusiastic, able to work independently and collaboratively.
  • Proficient in Microsoft Office; experience with SAP or similar systems is advantageous.

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