Pre-Sale Experience Coordinator
4d ago

Sotheby’s is looking for an experienced Pre-Sale Experience Coordinator to own the administration of 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 the sales.

The role holder will support sales across departments.


  • Working with other business areas to respond to client enquiries, resolve client issues and execute client transactions to ensure the highest level of client satisfaction
  • Liaising with clients and managing their property throughout the sale cycle
  • Communicating with clients, shipping coordinators and Sotheby’s Regional Offices to facilitate inbound shipments, obtain export licenses and arrange customs clearance in line with sale deadlines
  • Managing consignment terms and issuing contracts in preparation for live, online sales and private sales
  • Working closely with the Legal department and Business Manager / Director on sale agreements with complex, highly managed terms.
  • Acting as a liaison between the Specialist department and support departments such as Legal, Compliance, Risk, Tax, Payments and Post Sales
  • Coordinating Travelling exhibitions in partnership with the Departments, Pre-Sale Shipping team and Business Managers / Directors
  • Working with Specialists, Compliance and Shipping to track all outstanding compliance issues and ensure they are resolved according to catalogue and sale deadlines
  • Collaborating with Business Manager / Director with regards to guarantees and irrevocable bids, making sure all due diligence requirements are met
  • Arranging for the property to be authenticated, where necessary, in line with the various committee deadlines
  • Working with Regional Offices to coordinate the movement of property via London for other sale locations (export for sale and return shipments)
  • Coordinating extended payment terms being offered in conjunction with Post Sale Manager and Business Manager / Director
  • Work on non-systematic terms following the auction and managing complex settlement requirements
  • Facilitating financial transactions in compliance with Sotheby’s Corporate Governance
  • Coordinating post-auction transactions including post-auction sales, account adjustments and cancelled sales
  • Obtaining and actioning recommendations for unsold property and facilitating the handover for shipment and / or collection to the Post-Sale team
  • Coordinating the movement of the property internally and externally for third-party services (such as restorers, external experts, authentication committees, photographers)
  • Processing Purchase Orders (completing forms and obtaining authorisation before ordering goods and services
  • Monitoring and processing House Property and Temporary Admission (TA) property quarterly.
  • Managing Aged Inventory by coordinating bi-annual reviews of department aged inventory

  • Degree holder 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
  • Ability to multi-task, prioritize and manage challenging deadlines
  • A pragmatic approach to problems, with excellent resourcefulness
  • Enthusiastic with an ability to think on your feet and remain clam under pressure
  • Highly organized and detail oriented
  • Ability to work independently and as part of a team
  • Prior experience with SAP is an advantage
  • Strong knowledge of Sotheby’s systems, Microsoft Office particularly Word, Excel, Outlook.
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