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Pre Sale Coordinator

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Sotheby's

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Location:
United States , New York

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Category:
Art and Entertainment

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Contract Type:
Not provided

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Salary:

50000.00 USD / Year
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Job Description:

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.

Job Responsibility:

  • 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 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

Requirements:

  • 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
What we offer:
  • discretionary bonus
  • competitive benefits package

Additional Information:

Job Posted:
January 06, 2026

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