Pre-Sale Coordinator

2 weeks ago

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

Sotheby's is seeking an exceptional Pre-Sale Coordinator to drive the operational execution of sales, ensuring seamless client service and compliance with company policies.

This dynamic role is ideal for a detail-oriented individual who thrives in a fast-paced environment, exceling at multitasking, organizational tasks, and coordinating key processes leading up to sales.

  • Liaise with clients to manage property throughout the sale cycle, ensuring timely and accurate execution.
  • Communicate effectively with clients, shipping coordinators, 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.
  • Collaborate with the Legal department and Business Manager/Director on sale agreements with complex, highly managed terms.
  • Work closely with Specialists, Compliance, and Shipping to track outstanding compliance issues and ensure their resolution in accordance with catalogue and sale deadlines.
  • Coordinate the movement of property with shipping coordinators and cataloguers/sale coordinators internally and externally for third-party services (restorers, external experts, authentication committees, photographers).
  • Review pre-sale compliance reports (AML, ALR) and complete High-Value Lot (HVL) forms as necessary.
  • Coordinate post-auction transactions, including post-auction sales, account adjustments, and cancelled sales.
  • Obtain and action recommendations for unsold property and facilitate return to consignor shipment and/or collection.
  • Follow up on pending payments post-sale.
  • Liaise with Post-Sale to manage consignor expectations regarding late payment.
  • Coordinate and facilitate the compliant processing of private sales, including contract preparation and logistics.
  • Support the Inactive Inventory Initiative and work closely with the Specialist department and Operations to meet inventory targets.

A degree in business administration or an equivalent field is preferred. Key competencies include legal, finance, and/or project management. The ideal candidate is a creative problem solver with the ability to act quickly and effectively under pressure. Proficiency in Microsoft Office and prior experience with SAP or other Sotheby's systems are desirable.

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