Presale Client Experience Coordinator at Sotheby’s

Hong Kong

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Not SpecifiedCompensation

Mid-level (3 to 4 years)Experience Level

Full TimeJob Type

UnknownVisa

Art Auctions, Luxury Goods, Fine ArtIndustries

Requirements

Experienced in client experience coordination or similar operational role in a fast-paced environment
Thrives in multi-tasking and organizational tasks
Ability to coordinate key processes leading up to and closing sales
Based in Hong Kong
Supports sales across a division (Auctions for Luxury, Global Fine Art, or Private Sales/Salon sales)

Responsibilities

Collaborate with wider business to execute client transactions ensuring highest level of client experience in compliance with company policies and key processes
Liaise with clients and manage property throughout the sale cycle
Work closely with Legal department and Business Manager/Director on sale agreements with complex terms, extended payment terms, guarantees, and irrevocable bids, ensuring due diligence requirements are met
Review compliance reports (AML, ALR) and complete High-Value Lot reports (HVL) as necessary
Provide general administrative support for facilitating a sale
Manage consignment agreements and terms of sale, including requesting legal contracts, generating SAP contracts, tracking receipt of contracts, IC disclosures, and IC recipient contracts
Ensure all required legal and compliance documentation (photo ID, proof of address, payment instructions, W8/9 forms) are on file
Work with Specialists, Compliance, and Shipping to track and resolve outstanding compliance issues according to catalogue and sale deadlines
Ensure SLAs and post-sale actions/communications (invoices, statements) are met timely and professionally
Issue timely and accurate client communications on payment status
Escalate risks or issues impacting client experience timely with recommended remedial actions
Partner with other business areas to respond to client inquiries, resolve issues, and execute transactions
Support processing and allocation of payments with Finance team and perform daily reconciliation tasks
Manage expectations and compliance around third-party payments
Report on late payments to manage seller expectations
Liaise with Finance and Business management on non-standard payments and complex invoicing
Ensure property is shipped/transferred in compliance with applicable laws and regulations
Coordinate movement of property internally and externally for third-party services (restorers, experts, authentication committees, photographers)
Maintain and scan all required documentation for shipments/transfers per department procedures
Prepare and solicit required legal documentation (tax declarations) and submit timely to regulatory bodies

Skills

Key technologies and capabilities for this role

Client ManagementSales OperationsComplianceAMLALRDue DiligenceTransaction ExecutionLegal CoordinationProperty ManagementAuction Processes

Questions & Answers

Common questions about this position

Is this role remote or based in a specific location?

The role is based in Hong Kong.

What salary or compensation does this position offer?

This information is not specified in the job description.

What key skills are required for the Client Experience Coordinator role?

The role requires strong organizational and multi-tasking skills in a fast-paced environment, expertise in managing client transactions and compliance processes like AML/ALR reports and due diligence, and experience coordinating sales processes including legal agreements and client communications.

What is the company culture like at Sotheby’s?

Sotheby’s emphasizes the transformative power of art and culture, committing to making industries more inclusive, sustainable, and collaborative, while operating in a fast-paced environment focused on high-quality client experience.

What makes a strong candidate for this Presale Client Experience Coordinator position?

A strong candidate is experienced in client-facing operations, excels at multi-tasking in fast-paced settings, and has a detail-oriented approach to compliance, legal coordination, and sales processes.

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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