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 a division (either Luxury or Fine Art or Private sales).

Responsibilities

Responsibilities include but are not limited 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

Ensure all required legal and compliance documentation are on file including photo ID, proof of address, payment instructions 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 CLM contracts, tracking receipt of all contracts, IC disclosures and IC recipient contracts

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

Collaborate with the Business Manager/Director with regards to extended payment terms, 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 catalogue and sale deadlines

Work with cataloguers to arrange for property to be authenticated, where necessary, in line with various committee deadlines

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

Manage starting bids, reserves and selling reserves for sales in ADM

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

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

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

Process missed reserves

Follow pending buyer payments with Post-Sale to manage consignor expectations as it relates to late payment

Coordinate and facilitate the processing of private sales, including contract preparation and logistics whilst ensuring all due diligence has been completed.

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

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

Qualifications

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

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The Company is an equal opportunity employer and considers all applicants for employment without regard to race (including, without limitation, traits historically associated with race, such as natural hair, hair texture, and protective and treated or untreated hairstyles), color, creed, religion, sex, sexual orientation, marital or civil partnership/union status, national origin, age, disability, pregnancy, genetic predisposition, genetic information, reproductive health decision, sexual orientation, gender identity or expression, alienage or citizenship status, domestic violence victim status, military or veteran status, or any other characteristic protected by federal, state/province or local law. The Company complies with applicable state and local laws prohibiting discrimination in employment in every jurisdiction in which it operates.