Temporary Production Coordinator

Sotheby's; Greater London; On-site; GBP 28,000 - 38,000; Full time

Job summary

Sotheby’s in London seeks a Production Coordinator to support valuation document production and assist a Valuations Manager, reporting to the Head of Production.

You will handle enquiries, coordinate workflows, prepare valuations, and maintain data integrity while ensuring client confidentiality and high service standards.

Qualifications

• A minimum of 2 years’ practical administrative experience at an international auction house.
• Background in art history or an interest in fine and decorative art encouraged.
• Graduate-level education in History of Art (BA/MA) preferred.
• Computer literacy: Excel, Word, PowerPoint; Photoshop desirable; advanced Excel essential.
• Knowledge of Sotheby’s valuation system is advantageous.
• Knowledge of Sotheby’s services and corporate culture is essential.
• Fluent English (spoken and written); a second European language is a plus.
• Professional communication, diplomacy and discretion are required.
• Organised, detail-oriented, and able to work under pressure to deadlines.

Responsibilities

• Support the Head of Department and Valuations Managers as required.
• Log valuation enquiries and route appropriately.
• Coordinate receipt of work, typing, formatting, proofreading and invoicing.
• Create spreadsheets and provide data analysis when required.
• Arrange valuation visits and travel, brief team accordingly.
• Accompany Managers on client visits when needed.
• Prepare bespoke valuations on request.
• Maintain valuation databases and documentation to a high standard.

Skills

Administrative experience

Art history knowledge

Graduate education in History of Art

Fluent English

Problem solving

Organised and methodical

Work under pressure

Flexible working hours

Second European language (advantage)

Knowledge of Sotheby’s services

Team collaboration

Client service excellence

Education

BA in History of Art

MA in History of Art

Tools

MS Excel

Word

PowerPoint

Photoshop

Job description

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

The position of Production Coordinator involves the production of accurate valuation documents for clients and their professional advisors, supporting a Valuations Manager, and reporting to the Head of Production.

Responsibilities

• Supporting the Head of Department, Head of Production, Valuations Managers and Specialist Departments as required
• Logging and dealing with all valuation enquiries, directing them as appropriate
• Co-ordinating the receipt of work from experts, typing, processing and formatting work, extensive proofreading, issuing invoices, ensuring valuations are produced to the highest standard of accuracy and in a timely manner, meeting demanding deadlines
• Creating spreadsheets and providing data analysis when required
• Arranging valuation visits, booking travel as and when required, ensuring the team receives the brief and working notes in good time
• Accompanying Valuations Managers on client visits, as and when required
• Creating bespoke valuations at the Managers’ request
• Liaising closely with specialist departments, Client Development, Tax & Heritage, Proposals, and the wider Business Development division, sharing relevant information regarding clients, their collections, and combined projects
• Maintaining and updating all valuation databases, spreadsheets, priority lists, keeping extensive data records current
• Coordinating diaries and all associated valuation paperwork for internal meetings such as live reviews, taking notes, writing up memos and maintaining organised files
• Maintaining complete client confidentiality at all times, adhering to GDPR requirements, and all internal compliance surrounding clients and their personal information
• Providing excellent levels of client service in line with corporate standards, acting as an ambassador for Sotheby’s in both manner and appearance

Ideal Experience & Competencies

• A minimum of 2 years’ practical administrative experience at an international auction house is required
• Have a background in art history, or an interest and willingness to learn about fine and decorative art
• Educated to graduate standard, ideally with a BA or MA in the History of Art
• Be computer literate (MS Excel, Word and Power Point; Photoshop desirable), advanced Excel skills are essential
• Practical knowledge of the Sotheby’s valuation system would be an advantage
• Knowledge of Sotheby’s services, corporate culture and departments is essential
• Fluent English (oral and written) is essential, a second European language would be an advantage
• Ability to communicate professionally and confidently, both verbally and in writing
• Possess excellent client service skills (diplomacy, sensitivity, maturity, self-assurance and discretion)
• Have an organised and methodical approach to work and high attention to detail
• Ability to work under pressure, coordinate a busy schedule and prioritise workload, meeting tight deadlines
• Be self-motivated and able to work effectively alone using own initiative, as well as part of a team
• Possess commercial awareness and business acumen, along with demonstrable numerical and analytical skills
• Be a resourceful problem solver, utilising resources and information effectively
• Flexible approach to working hours

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The Company is an equal opportunity employer and considers all applicants for employment without regard to race, color, creed, religion, sex, sexual orientation, marital or civil partnership/union status, national origin, age, disability, pregnancy, genetic information, or any other characteristic protected by law. The Company complies with applicable laws prohibiting discrimination in employment in every jurisdiction in which it operates.