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Pre Sale Experience Coordinator

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Sotheby's

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Location:
United Kingdom , London

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Category:
Office Administration

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Contract Type:
Not provided

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Salary:

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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 a division (either Luxury, Fine Art, Art and Objects or Private sales).

Job Responsibility:

  • Collaborate with the 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 instructions 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 the Legal department and Business Manager/Director on sale agreements with complex, highly managed terms
  • Collaborate with the 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
  • Work with cataloguers to arrange for property to be authenticated, where necessary, in line with various committee deadlines
  • Coordinate the movement of property with shipping coordinators, cataloguers and sale coordinators internally and externally for third-party services (such as restorers, external experts, authentication committees, photographers)
  • Manage starting bids, reserves and selling reserves for sales in ADM
  • Review pre-sale compliance reports (AML, ALR) and complete High-Value Lot (HVL) forms as necessary
  • 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 buyer payments with Post-Sale to manage consignor expectations as it relates to late payment
  • Coordinate and facilitate the processing of private sales, including contract preparation and logistics whilst ensuring all due diligence has been completed.
  • Monitor and process House Property and Temporary Admission (TA) property
  • 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

Additional Information:

Job Posted:
January 20, 2026

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