Pre-Sale Coordinator

Theartgorgeous; Monza; In loco; EUR 35.000 - 50.000; Tempo pieno

Descrizione del lavoro

A leading company in the luxury art market is seeking a Pre-Sale Coordinator to oversee sales operations in Milan. The ideal candidate will have a strong background in business administration and exceptional client service skills. This dynamic role involves multi-tasking and coordination of all sales processes, aiming for high client satisfaction while ensuring compliance and efficiency in transactions.

Competenze

• At least 3+ years’ experience in business administration or client service.
• Operationally minded with a strong appetite for technology.
• High attention to detail and ability to manage challenging deadlines.

Mansioni

• Manage client enquiries and execute transactions for high client satisfaction.
• Ensure compliance documentation is managed throughout sales.
• Coordinate with various teams for property movement and auction processes.

Conoscenze

Client service skills

Communication

Problem solving

Organizational skills

Multi-tasking

Formazione

Degree in business administration or equivalent

Strumenti

Microsoft Office

SAP or Sotheby’s systems

Descrizione del lavoro

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.

THE ROLE

Sotheby’s is looking for an experienced Pre-Sale 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

• 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 CLM 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 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.
• With cataloguers arrange for property to be authenticated, where necessary, in line with various committee deadlines.
• Coordinate the movement of property with shipping coordinators and with cataloguers and sale coordinators.
• Before the sale work closely with Finance Manager to ensure all sales related expenses are accurate in respect of the forecast.
• Set reserves in systems, make sure the sales are correctly set in ADM ahead of the opening and liaise with the relevant parties.
• Review pre-sale 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 cancelled 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.
• While primary focus will be on supporting sales taking place in Milan, this role is part of a global team and as such there may be a requirement to support sales in other locations within Europe.

IDEAL EXPERIENCE & COMPETENCIES

• 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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