Sales Operations Coordinator

3 weeks ago

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

Sotheby's is seeking a Sales Operations Coordinator to manage the operational aspects of auctions in alignment with company standards and best practices while ensuring exceptional client service. This engaging position is perfect for an individual who excels in a dynamic environment, enjoys juggling multiple tasks, and is adept at organizing all critical processes leading up to the auctions. The successful candidate will provide support across a division, whether it be Fine Art, Arts & Objects, or Luxury. This role is currently offered as a Zero Hour temporary position.

KEY RESPONSIBILITIES

Collaborate with various departments to address client inquiries, resolve issues, and facilitate transactions to guarantee the highest level of client satisfaction. Ensure all necessary legal and compliance documentation is maintained, including identification, proof of address, payment instructions, and relevant tax forms. Communicate with clients and manage items throughout the auction process. Coordinate with clients, shipping teams, and regional offices to facilitate inbound shipments, secure export licenses, and arrange customs clearance in accordance with auction timelines. Oversee consignment agreements and terms of sale, including the preparation of legal contracts, generating SAP contracts, and tracking the receipt of all necessary documentation. Work closely with the Legal department and Business Manager/Director on agreements that involve complex terms. 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 and resolve outstanding compliance issues in line with auction deadlines. Coordinate with cataloguers to arrange for the authentication of items as needed, adhering to various committee deadlines. Manage the logistics of item movement with shipping coordinators and cataloguers, both internally and externally for third-party services. Set reserve prices in systems. Review pre-auction compliance reports and complete necessary forms for high-value lots. Prepare lot cards for exhibition. Oversee post-auction transactions, including sales, account adjustments, and cancellations. Facilitate the return of unsold items to consignors and manage the associated logistics. Process missed reserve prices. Follow up on pending payments post-sale. Liaise with Post-Sale teams to manage consignor expectations regarding late payments. Coordinate the compliant processing of private sales, including contract preparation and logistics. Monitor and process House Property and Temporary Admission property on a quarterly basis. Support the Inactive Inventory Initiative and collaborate closely with the Specialist department and Operations to achieve inventory targets.

REQUIRED EXPERIENCE & SKILLS

A degree in business administration or a related field is preferred. A minimum of 3 years' experience in business administration and/or client service. Outstanding client service skills, including strong verbal and written communication abilities. Knowledge in legal, finance, and/or project management is advantageous. An operational mindset with a keen interest in technology. Ability to manage multiple tasks, prioritize effectively, and meet challenging deadlines. A creative problem solver who can act swiftly and effectively under pressure. Highly organized and detail-oriented. Self-motivated, enthusiastic, and capable of working both independently and collaboratively. Proficient in Microsoft Office; prior experience with SAP or other Sotheby's systems is a plus.

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