Pre Sale Coordinator at Sotheby’s

New York, New York, United States

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Not SpecifiedCompensation

Mid-level (3 to 4 years)Experience Level

Full TimeJob Type

UnknownVisa

Art Auctions, Luxury GoodsIndustries

Requirements

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

Responsibilities

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 SAP 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 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 catalog and sale deadlines
Arrange for property to be authenticated, where necessary, in line with various committee deadlines
Coordinate the movement of property internally and externally for third-party services (such as restorers, external experts, authentication committees, photographers)
Set reserves in systems
Review presale 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 canceled 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

Skills

Key technologies and capabilities for this role

SAPCompliance DocumentationClient ManagementShipping CoordinationExport LicensesCustoms ClearanceConsignment AgreementsLegal Contracts

Questions & Answers

Common questions about this position

What does the Pre-Sale Experience Coordinator role involve?

The role focuses on owning the operational execution of sales, delivering high-quality client service, and coordinating key processes leading up to sales across departments in a fast-paced environment.

Is this position remote or office-based?

This information is not specified in the job description.

What salary or compensation is offered for this role?

This information is not specified in the job description.

What skills or experience are needed for this position?

The role requires experience in a fast-paced environment with strong multi-tasking and organizational skills, plus expertise in client service, compliance documentation, contract management, and coordination with legal, shipping, and specialists.

What makes a strong candidate for this Pre-Sale Coordinator role?

A strong candidate is experienced, thrives in fast-paced settings, excels at multi-tasking and organization, and can handle client enquiries, compliance, contracts, and coordination across departments.

Sotheby’s

Auction house for fine art

About Sotheby’s

Sotheby's is a global auction house that specializes in selling fine art, luxury items, and collectibles through live and online auctions, as well as private sales. The company provides online estimates to help sellers determine the value of their items, which is a key differentiator from competitors. Sotheby's holds auctions in major cities worldwide, attracting a diverse audience and ensuring a competitive market for high-end items. The goal is to connect buyers and sellers in the luxury market while offering a personalized and discreet experience.

New York City, New YorkHeadquarters

1744Year Founded

$4MTotal Funding

POST_IPO_EQUITYCompany Stage

Real Estate, Consumer GoodsIndustries

1,001-5,000Employees

Benefits

Health Insurance

Dental Insurance

Vision Insurance

Life Insurance

Disability Insurance

Paid Vacation

Paid Sick Leave

Paid Holidays

401(k) Company Match

Professional Development Budget

Risks

NFT market volatility poses financial risks for Sotheby's digital collectibles sales.

Recent staff layoffs indicate potential financial instability or auction performance downturn.

The $100 million Breuer building acquisition could strain financial resources if unprofitable.

Differentiation

Sotheby's offers both live and online auctions, catering to diverse client preferences.

The company provides private sales for clients seeking privacy and exclusivity in transactions.

Sotheby's expertise in valuing rare items attracts high-end collectors and investors.

Upsides

Sotheby's collaboration with The Luxury Group offers unique luxury auction experiences.

The acquisition of the Breuer building enhances Sotheby's brand and auction venue prestige.

Sotheby's acceptance of cryptocurrency payments attracts crypto-wealthy buyers.

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