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THE ROLE

Sotheby's is seeking an experienced Pre-Sale Coordinator to own the administration 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 for one or more departments.

RESPONSIBILITIES

Include but are not limited to:

• Working with other business areas to respond to client enquiries, resolve client issues and execute client transactions to ensure the highest level of client satisfaction
• Liaising with clients and managing their property throughout the sale cycle
• Communicating with clients, shipping coordinators and Sotheby's regional offices to facilitate inbound shipments, obtain export licenses and arrange customs clearance in line with sale deadlines
• Managing consignment terms and issuing contracts in preparation for live, online sales and private sales
• Working closely with the Legal department and Business Manager/Director on sale agreements with complex, highly managed terms.
• Acting as a liaison between the Specialist department and support departments such as Legal, Compliance, Risk, Tax, Payments and Post Sales
• Coordinating travelling exhibitions in partnership with Specialist departments, the Pre-Sale Shipping team and Business Managers/Directors
• Working with Specialists, Compliance and Shipping to track all outstanding compliance issues and ensure they are resolved according to catalogue and sale deadlines
• Collaborating with Business Manager/Director with regards to guarantees and irrevocable bids, making sure all due diligence requirements are met
• Arranging for property to be authenticated, where necessary, in line with the various committee deadlines
• Working with regional offices to coordinate the movement of property for other sale locations (export for sale and return shipments)
• Coordinating extended payment terms being offered in conjunction with the Post Sale Manager and Business Manager/Director
• Managing non-systematic terms and complex settlements following the auction
• Facilitating financial transactions in compliance with Sotheby's Corporate Governance
• Coordinating post-auction transactions including post-auction sales, account adjustments and cancelled sales
• Obtaining and actioning recommendations for unsold property and facilitating the handover for shipment and/or collection to the Post-Sale team
• Coordinating the movement of the property internally and externally for third-party services (such as restorers, external experts, authentication committees, photographers)
• Processing Purchase Orders (completing forms and obtaining authorization before ordering goods and services)
• Monitoring and processing House Property and Temporary Admission (TA) property quarterly.
• Managing Aged Inventory by coordinating bi-annual reviews of department aged inventory

IDEAL EXPERIENCE & COMPETENCIES

• Degree holder 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
• Ability to multi-task, prioritize and manage challenging deadlines
• A pragmatic approach to problems, with excellent resourcefulness
• Enthusiastic with an ability to think on your feet and remain clam under pressure
• Highly organized and detail oriented
• Ability to work independently and as part of a team
• Prior experience with SAP is an advantage
• Strong knowledge of Sotheby's systems Microsoft Office particularly Word, Excel, Outlook.