THE ROLE

Our Luxury Jewelry team is looking for a Sale Coordinator to collaborate with the wider business to address client enquiries, resolve client issues and execute client transactions to ensure the highest level of client satisfaction. This individual will be expected to manage pre- and post-sale administration for Magnificent Jewels auction, ensuring corporate governance is followed, compliance policies are adhered to across all sale transactions, sale administration is seamless, and client settlements are accurate. In addition to focusing on the Magnificant Jewels auction, you will also partner with Important Jewels and Fine Jewels administrator, occasionally sharing responsibilities for the Important Jewels auction.

RESPONSIBILITIES

Sale Coordination and Management

• 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
• 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
• Work with Business Manager and Legal to generate non-standard agreements for auction, escalating as appropriate. Partner closely with Legal to ensure expedient contract delivery to consignors, triaging contract requests as needed.
• Manage introductory commissions, non-standard consignor terms and extended payment terms requests; review statements and liaise with Post Sale Services to ensure accuracy.
• Manage communication with Specialist team regarding pending payments and verbal verifications and review complicated billing issues and settlements to ensure transactions are in line with deals agreed.
• Prepare pre- and post-sale summaries and presentations, as well as other various sale analyses, on ad hoc basis.
• Prepare pre- and post-sale summaries and presentations, as well as other various sale analyses, on ad hoc basis.
• Support Inactive Inventory Initiative and work closely with Specialist department and Operations to meet inventory targets
• Support department with dealer view setup and staffing
• Support department with exhibition setup, property layout, and case attendance during private and public exhibitions and evening events on and off-site

Business Development

• Strategize with Project Manager, Business Manager, Business Intelligence, Client Development and Specialists on pre-sale outreach and compile targeted sale presentations to help sell designated focus lots.
• Manage pre-sale bidder and buyer interest tracking.
• Prepare market brochures highlighting market and department successes and strengths for Specialist team use in client and consignment development.
• Support Project Manager and Specialist team with valuation entries
• Support Project Manager and Specialist team with ad hoc projects and analyses related to client and consignment development, as well as catalogue research.

Private Sale Coordination

• Manage all private sale consignments from start to finish, including contracts, logistics and invoicing in accordance with corporate governance and business practices.
• Manage new business initiatives related to private sales and selling exhibitions, including pre- and post-sale administration.

IDEAL EXPERIENCE & COMPETENCIES

• Degree in business administration or equivalent field preferred
• 6-12 months of professional working experience
• 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

The proposed base salary for this position ranges from $45,000-$55,000. In addition to base salary successful candidates are eligible to receive a discretionary bonus, as well as a competitive benefits package. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered.