THE ROLE

Sotheby’s is looking for an experienced Private sale Coordinator to own the operational execution of private 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 and following sales. The successful candidate will support private sales across London with providing support as and when needed to other European offices.

RESPONSIBLITIES

• Work as part of a Private Sale “pod” comprised of Private Sale Coordinators and a Post-Sale Manager to ensure all actions and SLAs are met in a timely and professional manner
• Manage sellers contracts, buyers contracts and buyers invoicing for private sale transactions
• Ensure all required legal and compliance documentation are on file including photo ID, proof of address, payment instruction, French “taxe forfaitaire” and W8/9 forms and AML, as well as object related compliance checks such as Art Loss Register, HVL and restitution when applicable
• Liaise with clients, RMs and business getters and manage property throughout the sale cycle
• Communicate with clients, shipping coordinators and overseas and regional offices to facilitate shipping and associated logistics requirements, obtain export licenses and facilitate customs clearance in accordance with deadlines
• Work closely with Legal department and Business Manager/Director on sale agreements with complex, highly managed terms
• Work with Specialists, Compliance and Shipping to track all outstanding compliance issues and ensure they are resolved
• Arrange for all property to be photographed on arrival
• With cataloguers arrange for property to be authenticated, where necessary, in line with various committee deadlines
• Manage Artists resale right declaration and coordinate payment of invoices
• Coordinate the movement of property with shipping coordinators and with cataloguers and sales directors in the context of private sales exhibitions and pop-ups. Obtain approvals of Operations leads and Risks leads before each operation.
• Ensure coordination with third-party services (such as restorers, framers, external experts, authentication committees, photographers)
• If needed man private sales exhibitions and process transactions
• Maintain price lists, and available works on Sotheby’s website and Viking/Admin listing updated at all time
• Monitor and process any House Property and Temporary Admission (TA) property
• Process and allocate incoming credit card payments to client accounts and perform daily reconciliations to ensure completeness
• Manage third party payments and the suspense/unidentified account - escalating payments to Post-Sale Manager and assisting with resolution
• Authorise the financial release of property
• Process third party collection authorizations, VAT refunds and resale certificates
• Ensure financial transactions (eg waiving charges – storage, interest) comply with corporate governance

IDEAL EXPERIENCE & COMPETENCIES

• Bilingual English and French, Italian language a plus.
• 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
• 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