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 sales in alignment with company standards and industry 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 processes leading up to sales. The ideal candidate will provide support across a division, which may include Fine Art, Arts & Objects, or Luxury. This position is currently offered as a Zero Hour temporary role.

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.
  • Engage with clients and manage property throughout the sales process.
  • Communicate with clients, shipping coordinators, and regional offices to streamline 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, generation of SAP contracts, and tracking of all contractual documents.
  • 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 completed.
  • Collaborate with Specialists, Compliance, and Shipping to monitor and resolve outstanding compliance issues in line with catalog and sale deadlines.
  • Coordinate with cataloguers to authenticate property as necessary, adhering to various committee deadlines.
  • Manage the logistics of property movement with shipping coordinators and cataloguers, both internally and externally for third-party services.
  • Set reserves in systems as required.
  • Review pre-sale compliance reports and complete necessary forms for high-value lots.
  • Prepare lot cards for exhibition purposes.
  • Facilitate post-auction transactions, including sales adjustments and cancellations.
  • Obtain and act on recommendations for unsold property and manage returns to consignors.
  • Process missed reserves and follow up on pending payments post-sale.
  • Liaise with Post-Sale to manage consignor expectations regarding payment timelines.
  • Coordinate and ensure 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, collaborating closely with the Specialist department and Operations to achieve inventory targets.

REQUIRED EXPERIENCE & SKILLS

  • Degree in business administration or a related field is preferred.
  • Minimum of 3 years' experience in business administration and/or client service roles.
  • Exceptional client service skills, with strong verbal and written communication abilities.
  • Knowledge in legal, finance, and/or project management is advantageous.
  • Operationally focused with a keen interest in technology.
  • Proven ability to multi-task, prioritize, and meet challenging deadlines.
  • Creative problem solver capable of acting swiftly and effectively under pressure.
  • Highly organized and detail-oriented.
  • Self-motivated, enthusiastic, and able to work independently as well as collaboratively.
  • Proficient in Microsoft Office; prior experience with SAP or similar systems is a plus.

For more information regarding our Candidate Privacy Notice for the US, please refer to our website.

For details on our Candidate Privacy Notice for the UK, Hong Kong, France, and Switzerland, please visit our website.

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