Private Sale Coordinator
ABOUT SOTHEBY'S
Established in 1744, Sotheby’s is the world’s premier destination for art and luxury. Sotheby’s promotes access to and ownership of exceptional art and luxury objects through auctions and buy-now channels including private sales, e-commerce and retail. Our trusted global marketplace is supported by an industry-leading technology platform and a network of specialists spanning 40 countries and 70 categories which include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits, and Design, as well as collectible cars and real estate. Sotheby’s believes in the transformative power of art and culture and is committed to making our industries more inclusive, sustainable and collaborative.
THE ROLE
Sotheby’s is looking for an experienced Private sale Coordinator to own the operational execution of private 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 and following sales. The successful candidate will support private sales across London with providing support as and when needed to Paris, Monaco and Milan.
RESPONSIBLITIES
Responsibilities include but are not limited to:
- Work as part of a Private Sale “pod” comprised of Private Sale Coordinators and a Pre Sale Manager to ensure all actions and SLAs are met in a timely and professional manner
- Manage sellers contracts, buyers contracts and buyers invoicing for private sale transactions
- Ensure all required legal and compliance documentation are on file including photo ID, proof of address, payment instruction, French “taxe forfaitaire” and W8/9 forms and AML, as well as object related compliance checks such as Art Loss Register, HVL and restitution when applicable
- Liaise with clients, RMs and business getters and manage property throughout the sale cycle
- Communicate with clients, shipping coordinators and overseas and regional offices to facilitate shipping and associated logistics requirements, obtain export licenses and facilitate customs clearance in accordance with deadlines
- Work closely with Legal department and Business Manager/Director on sale agreements with complex, highly managed terms
- Work with Specialists, Compliance and Shipping to track all outstanding compliance issues and ensure they are resolved
- Arrange for all property to be photographed on arrival
- With cataloguers arrange for property to be authenticated, where necessary, in line with various committee deadlines
- Manage Artists resale right declaration and coordinate payment of invoices
- Coordinate the movement of property with shipping coordinators and with cataloguers and sales directors in the context of private sales exhibitions and pop-ups. Obtain approvals of Operations leads and Risks leads before each operation.
- Ensure coordination with third-party services (such as restorers, framers, external experts, authentication committees, photographers)
- If needed man private sales exhibitions and process transactions
- Maintain price lists, and available works on Sotheby’s website and Viking/Admin listing updated at all time
- Monitor and process any House Property and Temporary Admission (TA) property
- Process third party collection authorizations, VAT refunds and resale certificates
- Ensure financial transactions (eg waiving charges – storage, interest) comply with corporate governance
- Work with the Specialist departments to action and follow up on shipping and collection recommendations for unsold property
- Escalate any risks or issues impacting client experience within a timely manner and recommended remedial actions
- Collaborate with wider business to address client enquiries, resolve client issues and execute client transactions to ensure the highest level of client satisfaction
- Liaise with internal and external contacts to transfer Temporary Admission
- Arrange the shipping and associated logistics requirements for all outbound property; both domestic and international
- Monitor and execute quote requests in a timely manner in line with established service levels
- Obtain quotes from shippers and other related service providers for shipments and select the most suitable option for our internal and external clients;
- Assess and verify the requirements of a proposed shipment, including method of transport, packing, etc.; and enter or validate this information in Sotheby’s systems
- For all accepted quotes and approved transfers of outbound property, contact vendors and issue instructions for packing, local transportation, shipping and security
- Respond to and resolve shipping and logistics enquiries/issues, including issues related to licensing and hand carries
- Monitor the progress of international and domestic outbound shipments of property, conferring with vendors to troubleshoot and rectify problems in a proactive and timely manner whilst ensuring that the relevant parties are kept informed accordingly
- Responsible for all export license applications for applicable property
- Ensure timely collection of invoices and payment to appropriate shipping and external services vendors.
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IDEAL EXPERIENCE & COMPETENCIES
- Bilingual English and French, Italian language a plus.
- 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
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The Company is an equal opportunity employer and considers all applicants for employment without regard to race (including, without limitation, traits historically associated with race, such as natural hair, hair texture, and protective and treated or untreated hairstyles), color, creed, religion, sex, sexual orientation, marital or civil partnership/union status, national origin, age, disability, pregnancy, genetic predisposition, genetic information, reproductive health decision, sexual orientation, gender identity or expression, alienage or citizenship status, domestic violence victim status, military or veteran status, or any other characteristic protected by federal, state/province or local law. The Company complies with applicable state and local laws prohibiting discrimination in employment in every jurisdiction in which it operates.
Perks and Benefits
Health and Wellness
Parental Benefits
Work Flexibility
Office Life and Perks
Vacation and Time Off
Financial and Retirement
Professional Development
Diversity and Inclusion