Private Sale Coordinator at Sotheby’s

London, England, United Kingdom

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Not SpecifiedCompensation

Mid-level (3 to 4 years)Experience Level

Full TimeJob Type

UnknownVisa

Art, Luxury, AuctionsIndustries

Requirements

Experienced in private sales or similar operational roles
Thrives in a fast-paced environment
Strong multi-tasking and organizational skills
Ability to coordinate processes leading up to and following sales
Experience supporting operations across multiple locations (London primary, with Paris, Monaco, Milan as needed)

Responsibilities

Work as part of a Private Sale “pod” with Coordinators and Pre Sale Manager to meet all actions and SLAs timely and professionally
Manage sellers contracts, buyers contracts, and buyers invoicing for private sale transactions
Ensure all required legal and compliance documentation is on file (e.g., photo ID, proof of address, payment instructions, French “taxe forfaitaire”, W8/9 forms, AML, Art Loss Register, HVL, restitution checks)
Liaise with clients, RMs, business getters, and manage property throughout the sale cycle
Communicate with clients, shipping coordinators, overseas/regional offices for shipping, logistics, export licenses, and customs clearance per deadlines
Work with Legal department and Business Manager/Director on sale agreements with complex terms
Work with Specialists, Compliance, and Shipping to track and resolve outstanding compliance issues
Arrange for all property to be photographed on arrival
With cataloguers, arrange property authentication per committee deadlines
Manage Artists resale right declarations and coordinate invoice payments
Coordinate property movement with shipping coordinators, cataloguers, and sales directors for exhibitions/pop-ups; obtain Operations and Risks leads approvals
Coordinate with third-party services (restorers, framers, external experts, authentication committees, photographers)
If needed, man private sales exhibitions and process transactions
Maintain price lists, available works on Sotheby’s website, and Viking/Admin listings updated
Monitor and process House Property and Temporary Admission (TA) property
Process third-party collection authorizations, VAT refunds, and resale certificates
Ensure financial transactions (e.g., waiving storage/interest charges) comply with corporate governance
Work with Specialist departments on shipping and collection recommendations for unsold property
Escalate risks or issues impacting client experience timely with recommended remedial actions
Collaborate with wider business to address enquiries, resolve issues, and execute transactions for highest client satisfaction
Liaise with internal and external stakeholders

Skills

Contract Management

Invoicing

AML

KYC

Art Loss Register

Compliance Documentation

Client Liaison

Private Sales Operations

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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