Temporary Seller Operations Coordinator

Responsibilities

• 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 Client Experience
• Cooking 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 Client Experience 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 Client Experience 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)
• Making sure all Purchase Orders are processed in compliance with Sotheby’s Corporate Governance
• Monitoring and processing House Property and Temporary Admission (TA) property quarterly
• Managing Aged Inventory by coordinating bi-annual reviews of department aged inventory

Qualifications

• Degree holder in business administration or equivalent field preferred
• At least 1+ years’ experience in business administration and/or client service
• Exceptional client service skills including strong verbal and written communication skills
• Able 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 calm 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