Pre-Sale Coordinator

THE ROLE

Sotheby’s is looking for an experienced Pre-Sale Coordinator to own the operational execution of sales in accordance with company policies and best practices while delivering high-quality client service. This dynamic role is ideal for a candidate who thrives in a fast-paced environment, enjoys multi-tasking and organizational tasks whilst coordinating all key processes leading up to the sales. The successful candidate will support sales across a division (either Luxury or Fine Art or Private sales).

RESPONSIBLITIES

• Collaborate with wider business to address client enquiries, resolve client issues and execute client transactions to ensure the highest level of client satisfaction
• Ensure all required legal and compliance documentation are on file including photo ID, proof of address, payment instruction and W8/9 forms
• Liaise with clients and manage property throughout the sale cycle
• Communicate with clients, shipping coordinators and overseas 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 CLM contracts, tracking receipt of all contracts, IC disclosures and IC recipient contracts
• Work closely with Legal department and Business Manager/Director on sale agreements with complex, highly managed terms
• Collaborate with Business Manager/Director with regards to extended payment terms, guarantees and irrevocable bids, ensuring all due diligence requirements are met
• Work with Specialists, Compliance and Shipping to track all outstanding compliance issues and ensure they are resolved according to catalogue and sale deadlines
• With cataloguers arrange for property to be authenticated, where necessary, in line with various committee deadlines
• Coordinate the movement of property with shipping coordinators and with cataloguers and sale coordinators (only for Luxury where we have these coordinators internally and externally for third-party services (such as restorers, external experts, authentication committees, photographers)
• Before the sale work closely with Finance Manager to ensure all sales related expenses are accurate in respect of the forecast.
• Set reserves in systems, make sure the sales are correctly set in ADM ahead of the opening and liaise with the relevant parties
• Review pre-sale compliance reports (AML, ALR) and complete High-Value Lot (HVL) forms as necessary
• Prepare lot cards for exhibition
• 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
• Process missed reserves
• Follow pending payments with post sale
• Liaise with Post-Sale to manage consignor expectations as it relates to late payment
• Coordinate and facilitate the compliant processing of private sales, including contract preparation and logistics
• Monitor and process House Property and Temporary Admission (TA) property quarterly
• Support Inactive Inventory Initiative and work closely with Specialist department and Operations to meet inventory targets
• While primary focus will be on supporting sales taking place in Milan, this role is part of a global team and as such there may be a requirement to support sales in other locations within Europe.

IDEAL EXPERIENCE & COMPETENCIES

• Degree in business administration or equivalent field preferred
• At least 3 years’ experience in business administration and/or client service
• Exceptional client service skills including strong verbal and written communication skills
• Competencies in legal, finance and/or project management
• Operationally minded with an appetite for technology
• Ability to multi-task, prioritize and manage challenging deadlines
• Creative problem solver with ability to act quickly and effectively under pressure
• Highly organized and detail oriented
• Self-motivated, enthusiastic, and able to work both independently and as part of a team
• Strong knowledge of Microsoft Office – prior experience with SAP or other Sotheby’s systems is preferable