Pre Sale Experience Manager

THE ROLE

Established in 1744, Sotheby’s is the world’s largest, most trusted and dynamic marketplace for art and luxury. We empower our international community of collectors and connoisseurs to discover, acquire, finance and consign fine art and rare objects. Our reputation for trust and authenticity is backed by our unparalleled global network of specialists spanning 40 countries and 50 categories, which include Contemporary Art including NFTs, Modern and Impressionist Art, Old Masters, Chinese Works of Art, jewellery, watches, wine and spirits, and interiors, among many others. Guided by our forward-thinking spirit of innovation, we host over 600 auctions annually and offer a cross-category selection of items available for immediate purchase via both digital and physical shopping experiences as well as private sales.

The Pre-Sale Manager role leads a group of Pre-Sale Coordinators within the Auction and Private Sales business at Sotheby’s. They are responsible for core management, people and transformation priorities as well as maintaining oversight of the pre-sale responsibilities for their team. As part of the Seller Experience management team, the Pre-Sale Manager will collaborate with their counterparts across Service Operations to ensure the day-to-day delivery of the operation to a high standard of quality as well as supporting in the delivery of the annual transformation agenda  

RESPONSIBILITIES

• Line manage a group of Pre-Sale Coordinators and provide day-to-day support and guidance through the pre- and post-sale process for Auction and Private Sales
• Support recruitment of Pre-Sale Coordinators for roles as required
• Partner with Head of Seller Experience to set goals and perform annual performance reviews
• Oversight of the training programme for new Pre-Sale Coordinators 
• Manage risk and escalation appropriately
• Ensure adequate Pre-Sale Coordinator coverage in specialist departments (holidays, sick leave)
• Work with key department stakeholders to ensure that outputs are delivered to the highest quality possible
• Partner with Head of Seller Experience and take personal accountability for the direction of transformation within the Pre-Sale team and the wider Service Operations team and global counterparts
• Work with Head of Seller Experience and other key stakeholders to ensure that policies and procedures are being adhered to throughout the business
• Collaborate as a team across Pre-Sale to manage workloads
• Oversee experienced Coordinators supporting new / junior Coordinators with entering complex consignment terms correctly into SAP (graduated VC, Share, Guarantees, IBs) and ensure non-standard terms are managed correctly
• Assist Coordinators with complex client issues e.g. cancelled sales
• Ensure financial transactions amongst team comply with corporate governance
• Assist Coordinators with managing movement of property via London for other sale locations (export for sale and return shipments)
• Oversee coordination of post-auction transactions including post-auction sales and account adjustments
• Partner closely with Account Receivable Managers to ensure appropriate handoff and completion of the client journey 
• Review and approve pre-sale checklists, compliance checklists, IBs/Guarantees, NFTs non-standard terms for high & medium complexity sales
• Ensure coordinators are completing purchase orders and obtaining authorisation prior to ordering goods
• Ensure re-billables are charged correctly and respond to Finance queries regarding aged purchase orders
• Provide guidance on inventory issues 
• Support Inactive Inventory Initiative and work with Head of Department/Ops to meet inventory targets and review
• Ensure complex issues are resolved promptly and any escalations are communicated to the Head of Seller Experience
• Work and communicate effectively with local and international colleagues 
• Support execution of change management for key initiatives from within and outside of Service Operations
• Work on company initiatives and projects as directed

IDEAL EXPERIENCE & COMPETENCIES

• Degree holder in business administration or equivalent field preferred
• At least 4-5+ years’ related work experience
• Experience in managing/leading a team is highly preferred
• Ability to deliver and advise on the tasks of a Pre-Sale Coordinator
• Enthusiastic and pro-active with a flexible, forward-thinking approach
• Exemplary written and verbal communication and client service skills
• High level of attention to detail, time management and organizational skills
• Organised, methodical and possesses a strong team spirit
• A flexible and pragmatic thinker who will take ownership of situations and processes and manage them to conclusion
• Comfortable working in a fast paced and reactive environment with the ability to remain calm under pressure
• Ability to communicate at all levels, to present information and influence behaviors/culture
• Understanding of how to escalate to management appropriately to ensure a smooth client experience
• Highest standard of confidentiality, discretion and work ethic
• Working knowledge of Sotheby’s systems, procedures and sale administration is an advantage but not a pre-requisite
• Strong knowledge of Microsoft Office particularly Word, Excel, Outlook
• Prior experience with SAP is an advantage
• Previous Coordinator experience at Sotheby’s is desirable
• A second European language, particularly French, German or Italian, is preferred but not required