Seller Operations Coordinator

ABOUT SOTHEBY'S

Established in 1744, Sotheby’s promotes access and ownership of exceptional art and luxury objects through auctions, private sales and retail. Our deep expertise across 70 selling categories is supported by a leading technology platform and a global network of specialists spanning 40 countries. Selling categories include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits and Design, as well as collectible cars and real estate through RM Sotheby’s and Concierge. Sotheby’s Financial Services is a leading art lender and provides capital solutions for collectors around the world, having originated more than $12 billion in loans since its inception. Sotheby’s new global headquarters is now open at the iconic Breuer building at 945 Madison Avenue in New York City.

THE ROLE

Sotheby’s is looking for an experienced Seller Operations Coordinator to own the operational execution 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 successful candidate will support sales across departments.

RESPONSIBILITIES

Responsibilities include but are not limited to:

Collaborate with wider business to address client enquiries, resolve client issues and execute client transactions to ensure the highest level of client satisfaction

Ensure all required legal and compliance documentation are on file including photo ID, proof of address, payment instruction and W8/9 forms

Liaise with clients and manage property throughout the sale cycle

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

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

Work closely with Legal department and Business Manager/Director on sale agreements with complex, highly managed terms

Collaborate with Business Manager/Director with regards to guarantees and irrevocable bids, ensuring all due diligence requirements are met

Work with Specialists, Compliance and Shipping to track all outstanding compliance issues and ensure they are resolved according to catalog and sale deadlines

Arrange for property to be authenticated, where necessary, in line with various committee deadlines

Coordinate the movement of property internally and externally for third-party services (such as restorers, external experts, authentication committees, photographers)

Set reserves in systems

Review presale compliance reports (AML, ALR) and complete High-Value Lot (HVL) forms as necessary

Prepare lot cards for exhibition

Coordinate post-auction transactions including post-auction sales, account adjustments and canceled sales

Obtain and action recommendations for unsold property and facilitate return to consignor shipment and/or collection

Process missed reserves

Follow pending payments with post sale

Liaise with Client Experience to manage consignor expectations as it relates to late payment

Coordinate and facilitate the compliant processing of private sales, including contract preparation and logistics

Monitor and process House Property and Temporary Admission (TA) property quarterly

Support Inactive Inventory Initiative and work closely with Specialist department and Operations to meet inventory targets

IDEAL EXPERIENCE COMPETENCIES

Degree in business administration or equivalent field preferred

At least 1-3+ 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

The proposed base salary for this position ranges from $50,000-$54,000. 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.

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