Whisky 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 Pre-Sale Experience 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, Fine Art, Art and Objects or Private sales).
RESPONSIBILITIES
Auction & Sale Administration
- Manage the daily administration of the Spirits department, including organizing files, cleaning and maintaining digital directories, and supporting departmental initiatives and projects.
- Oversee pre- and post-sale auction processes, including estimate and proposal preparation, contract management, data entry, and client communication.
- Distribute, track, and file auction contracts, purchase orders, consignment agreements, IC disclosures, and relevant documentation to ensure compliance and legal accuracy.
- Maintain comprehensive auction files including consignor records, sale packages, and documentation for house property, canceled sales, and re-offers.
- Manage starting bids, reserves, and selling reserves in ADM; process missed reserves and post-sale adjustments.
- Compile and report auction or private sale results, ensuring accuracy and timely distribution to internal stakeholders.
Client Relationship Management
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- Serve as a key point of contact for clients throughout the consignment lifecycle, addressing enquiries, resolving issues, and facilitating transactions to ensure high levels of satisfaction.
- Provide clients with pre- and post-sale documentation, shipping details, and updates on their consignments.
- Coordinate on-site and off-site client property collections, ensuring professional service and proper documentation.
Compliance & Due Diligence
- Ensure legal and compliance documentation is complete, including photo ID, proof of address, payment instructions, and W8/9 forms.
- Review pre-sale compliance reports (AML, ALR), complete High-Value Lot (HVL) forms, and liaise with Legal and Business Managers/Directors on complex sales involving extended payment terms, guarantees, or irrevocable bids.
- Support due diligence and compliance resolution processes in collaboration with Specialists, Compliance, and Shipping teams.
Logistics & Property Management
- Liaise with clients, shipping coordinators, and global offices to manage inbound shipments, customs clearance, export licenses, and catalogue deadlines.
- Coordinate movement of property internally and externally, including to third-party services (e.g. restorers, authentication committees, external experts, and photographers).
- Monitor and process House Property and Temporary Admission (TA) property; support inventory management initiatives.
- Assist with property inspections at the warehouse and client premises; pack property for sale in line with internal preservation and presentation standards.
- Coordinate the transfer and display of property for exhibitions, ensuring proper handling, setup, and presentation.
Visuals & Events
- Manage photography requests and conduct occasional property photography for cataloguing and promotional use.
- Help prepare and set up the saleroom for live auctions and tastings.
- Organize and support events, including liaising with venues, managing guest lists, and coordinating menus.
- Ensure glassware is clean and appropriately prepared for tastings and client-facing events.
Warehouse & Supplies
- Manage warehouse-related responsibilities, including ordering of packing materials (e.g. boxes and supplies) to meet sales and logistics needs.
- Work with Operations and Specialists to meet inactive inventory targets and ensure smooth logistical workflows.
IDEAL EXPERIENCE & COMPETENCIES
- Degree in business administration or equivalent field preferred but not required
- At least 1+ 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
The proposed base salary for this position is $50,000. In addition to base salary successful candidates are eligible to receive a discretionary bonus, as well as a competitive benefits package. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered.
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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