Pre Sale Coordinator

About Sotheby's

Established in 1744, Sotheby’s is the world’s premier destination for art and luxury. Sotheby’s promotes access to and ownership of exceptional art and luxury objects through auctions and buy‑now channels including private sales, e-commerce and retail. Our trusted global marketplace is supported by an industry‑leading technology platform and a network of specialists spanning 40 countries and 70 categories which 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.

Sotheby’s believes in the transformative power of art and culture and is committed to making our industries more inclusive, sustainable and collaborative.

Sotheby’s is looking for an experienced Pre‑Sale Experience 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.

• 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 , 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 Post‑Sale 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

• 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…