THE ROLE

Sotheby’s is looking for an experienced Pre-Sale Experience Coordinator to own the administration 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 role holder will support sales across departments.

This is a 9-month temporary maternity leave cover. 

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 Post Sales
• Coordinating 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 Post Sale 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 Post-Sale 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
• Monitoring and processing House Property and Temporary Admission (TA) property quarterly.
• Managing Aged Inventory by coordinating bi-annual reviews of department aged inventory

IDEAL EXPERIENCE & COMPETENCIES

• 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
• Ability 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 clam 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.

THE ROLE

The Seller Operations Manager is responsible for core management, people and transformation priorities as well as maintaining oversight of the pre-sale responsibilities for their team. As part of the Service Operations management team, the Seller Operations Manager will collaborate across Service Operations globally to ensure delivery of standardization of process and the day-to-day delivery of the operation to a high standard of quality.

RESPONSIBILITIES

People & Operational Leadership

• Directly manage a group of Pre-Sale Coordinators and provide day-to-day support and guidance
• Recruit, train, coach, and develop a high-performing team of Pre-Sale Coordinators
• Set clear performance expectations, provide regular feedback, and manage performance outcomes
• Partner with Head of Sales Operations to set goals and perform annual performance reviews
• Maintain a team budget and tracker
• Serve as a subject matter expert for Pre-Sale workflows and assist Coordinators with complex issues

Pre-Sale Execution & Specialist Department Support 

• Ensure adequate Pre-Sale Coordinators coverage for specialist departments (holidays, sick leave) and take on full sale coordination if needed
• Act as a senior escalation point, resolving matters through to completion. Collaborate with specialist department stakeholders on issue resolution
• Update auction calendars in accordance with sale date and time changes
• Manage compliance, risk, and escalations appropriately
• Oversee and support Coordinators with entering complex consignment terms correctly into SAP (graduated VC, Share, Guarantees, IBs) and ensure Non-Standard Terms spreadsheet is completed
• Execute sale conversions in the auction platform
• Assist Coordinators with movement of property (inbound shipping, imports/exports, return shipping)
• Partner closely with Client Experience, Shipping, and Account Receivable to ensure appropriate handoffs are complete following all sales
• Ensure financial transactions amongst teams comply with corporate governance
• Work with key department stakeholders to ensure outputs are delivered to the highest quality
• Oversee coordination of after-sale transactions including post-auction sales, account adjustments and canceled sales
• Assist with staffing for handcarries, shipping oversees, client viewings, exhibition support.

Cross-Functional Collaboration & Improvement

• Work alongside Head of Sales Operations and take personal accountability for the direction of transformation within the Pre-Sale function and the wider Pre-Sale Operations team
• Collaborate with the Product & Technology teams for projects, system development, testing scenarios, improvements, etc.
• Partner with legal, compliance, and the commercial office
• Special project management
• Contribute to broader operational and transformation initiatives aligned with Operations priorities

IDEAL EXPERIENCE & COMPETENCIES

• Bachelor’s Degree required, ideally in relevant area of study/interest
• 3–5 years of experience in management, operations, logistics, or related fields
• Previous Pre Sale Coordinator or relevant experience within an auction house is desired but not a pre-requisite
• Strong leadership, communication, and problem-solving skills
• High attention to detail and ability to manage multiple priorities
• Calm, professional demeanor with excellent judgment under pressure
• Excellent organizational skills including the ability to multitask and prioritize
• Ability to communicate at all levels, to present information and influence behaviors/culture
• Empathetic, energetic, persistent, and proactive with a flexible, forward-thinking approach
• Working knowledge of Sotheby’s systems, procedures and sale administration is an advantage
• Proficiency in Excel; experience with SAP or similar systems preferred
• Able to maintain the highest standards of confidentiality and discretion

The proposed base salary for this position ranges from $70,000-$75,000. In addition to base salary successful candidates are eligible to receive a discretionary bonus, as well as a competitive benefits package. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered. 

This role supports the delivery of Sotheby’s Shipping function, ensuring the provision of high-quality logistics services to both clients and internal stakeholders. The position is responsible for providing integrated expertise across all pre-sale logistics activities, ensuring the timely, cost-effective, and compliant movement of property in line with all applicable laws and regulations.

The role involves liaising with external vendors to procure and coordinate logistics services for the movement of fine art and rare objects. This includes inbound shipments (domestic and international), inter-office transfers, domestic movements, travelling exhibitions, and RTC (Return to Consignor) shipping quotes and coordination.

RESPONSIBILITIES

Inbound, Domestic and Transfer Shipments

• Arrange all inbound shipments and associated logistics requirements in a timely and cost-effective manner
• Manage and resolve all enquiries relating to inbound and domestic shipments through to successful conclusion
• Monitor and action shipping quote requests within agreed timeframes
• Support the management of the Shipping Imports inbox, ensuring all communications are actioned appropriately
• Obtain and evaluate quotes from approved shipping partners and service providers, selecting the most suitable option based on cost, service, and compliance
• Assess shipment requirements (including packing specifications) and ensure accurate system entry and validation
• Classify goods appropriately, including the allocation of tariff and customs procedure codes
• Ensure the correct import methodology is applied for all international shipments
• Prepare and submit CITES licence applications, where applicable
• Prepare and submit Cultural Export applications, where applicable
• Advise clients on retrospective customs entry requirements, ensuring risks and obligations are clearly communicated and managed
• Liaise with HM Revenue and Customs and customs brokers, issuing clearance instructions where required
• For accepted pre-sale consignments shipped under Sotheby’s account, coordinate with vendors to arrange packing, transport, security, and shipping instructions
• Proactively monitor shipment progress, identifying and resolving issues while keeping all stakeholders informed
• Ensure all shipments comply with relevant legal, regulatory, and internal requirements
• Coordinate with Shipping teams across global selling locations to facilitate efficient transfers
• Identify opportunities for shipment consolidation to optimise cost and efficiency
• Maintain accurate and complete documentation for all inbound and transfer activity
• Conduct pre-sale VAT checks for allocated sales

RTC (Request to Collect) Support

• Manage and respond to RTC shipping quote requests, ensuring accurate and timely pricing is provided to clients and internal stakeholders
• Liaise with shipping partners to obtain competitive and compliant quotations for collection, packing, and transport
• Assess logistical requirements, including regulatory, customs, and licensing considerations, prior to issuing quotes
• Ensure all RTC quotes are clearly communicated, commercially accurate, and aligned with client expectations
• Submit Cultural Export Licence applications and follow up as required
• Monitor the status of RTC requests through to acceptance, ensuring smooth transition into execution where applicable
• Collaborate with Pre-Sale Coordinators and Client Accounts Receivable to ensure consistency and efficiency in the RTC process

Travelling Exhibitions (TRAVEX)

• Partner with Pre-Sale Administrators to manage exhibition timelines and ensure all deadlines are met
• Prepare and maintain exhibition property lists, ensuring accuracy and timely distribution
• Liaise with Risk teams to ensure appropriate security and insurance measures are in place
• Coordinate logistics planning, including schedules, transport arrangements, and documentation pre-alerts
• Prepare ATA Carnets and track documentation to meet exhibition deadlines
• Submit Cultural Export Licence applications and follow up as required
• Prepare all export documentation, including commercial invoices, packing lists, letters of instruction and relevant licences
• Coordinate with Galleries & Logistics teams regarding packing, installation, storage, and technical requirements

General Responsibilities

• Collaborate closely with the wider Service Operations team to deliver a consistent and high-quality client experience
• Arrange hand-carry shipments, including customs support, security escorts, and documentation
• Maintain accurate and timely document management (scanning, filing, and record keeping)
• Raise and manage purchase orders, ensuring invoices are processed efficiently
• Provide input on vendor performance, supporting service level management and KPI tracking
• Ensure full compliance with all import/export regulations, internal policies, and audit requirements

IDEAL EXPERIENCE & COMPETENCIES

• Strong knowledge of international logistics, including packing methods, transportation, customs procedures, and regulatory compliance
• Demonstrated understanding of import/export controls, licensing (e.g. CITES), and VAT/duty considerations
• Highly organised with strong prioritisation and time management skills
• Proactive, solutions-focused approach with the ability to work in a fast-paced, deadline-driven environment
• Excellent client service skills, with the ability to remain composed under pressure
• Strong communication skills, with the ability to engage effectively at all levels of the organisation
• Ability to work both independently and collaboratively
• Quick learner with the ability to apply knowledge effectively
• Experience in fine art logistics is highly desirable
• Experience with SAP (including customs or logistics modules) is advantageous
• Additional language skills are beneficial

The Company is an equal opportunity employer.  All employment decisions and personnel actions at the Company are administered without regard to race, color, religion, sex, sexual orientation, marital status, creed, national origin, age, disability, genetic predisposition, natural hair or hairstyle, reproductive health, partnership status, sexual orientation or alienage or citizenship status, transgender status, domestic violence victim status, military or veteran status, or status in any group protected by applicable federal, state or local law.  This policy applies to all terms and conditions of employment, including but not limited to, hiring, placement, promotion, termination, transfer, leaves of absence, compensation, and training.

THE ROLE

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.

RESPONSIBILITIES

Responsibilities include but are not limited to:

• 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

IDEAL EXPERIENCE & COMPETENCIES

• Degree in business administration or equivalent field preferred
• At least 1-3+ 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 

The proposed base salary for this position ranges from $50,000-$54,000. In addition to base salary successful candidates are eligible to receive a discretionary bonus, as well as a competitive benefits package. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered.

THE ROLE

Provide integrated expertise and exceptional service for both clients and members of staff for all logistics-related activities to ensure the timely and cost-effective delivery of property in compliance with all associated laws and regulations.  Liaise with vendors to procure and coordinate logistics services to enable the movement of fine art and rarities to and from Sotheby’s, both domestically and internationally.

The role will cover Switzerland and Germany.

 RESPONSIBILITIES

• Arrange shipping and associated logistics requirements for all property.
• Work closely with the Pre Sale and Post Sale colleagues to deliver an integrated, consistent and exceptional client experience.
• Monitor and execute quote requests in a timely manner in line with established service levels.
• Respond to and resolve to successful conclusion shipping and logistics enquiries and issues.
• Obtain quotes from shippers and other related service providers for shipments and select the most suitable option for our internal and external clients.
• Assess and verify the requirements of a proposed shipment, including method of transport, packing, etc., and enter or validate this information in the system.
• Apply for CITES license applications or other license applicable, as appropriate.
• For all accepted client offers, where the shipment is arranged by Sotheby’s, and approved transfers contact vendors and issue instructions for packing, local transportation, shipping and security.
• Allocate tariffs to property imported or exported internationally.
• Monitor the progress of shipments, conferring with vendors to troubleshoot and rectify problems in a timely manner and ensuring that interested parties are apprised of the status of the shipment.
• Liaise with Manager to provide input on shippers’ performance and maintenance of service level requirements and KPIs.
• Ship in compliance with all applicable laws and regulations.
• Determine where consolidation of property can occur and arrange consolidated shipments to maximize efficiency and minimize cost.
• Maintain and scan all required documentation associated with shipments in accordance with department procedures.
• Prepare customs documents and submit to the appropriate regulatory bodies or shippers, ensuring the accuracy of the information and its timely submission.
• Coordinate and execute interoffice transfers to international offices and generate pre-alerts to Shipping Coordinators in those offices to ensure an efficient delivery of property.

 IDEAL EXPERIENCE & COMPETENCIES

• Bachelor’s degree with 2-3 years in Shipping roles
• Fluency in English, French and German is mandatory, Italian would be a strong advantage
• Strong knowledge of logistics, including current packing methods, transportation methods and regulatory compliance
• Action oriented with skills and aptitude to excel in a fast paced client-focused and deadline-driven environment
• Proactive communicator and solution oriented
• Comfortable speaking with clients and client facing teams
• Excellent client service skills; ability to remain calm in pressure situations
• Ability to learn quickly and apply knowledge
• Excellent communication and interpersonal skills; demonstrated ability to communicate with all organizational levels
• Ability to work both independently and as a team member to complete the task at hand
• Strong organizational skills to set priorities, multi task and meet deadlines
• Prior experience with fine art shipping is desirable as is foreign language(s)
• Prior experience with SAP is an advantage
• Flexibility to work overtime and weekend hours when necessary is required

THE ROLE

To manage exceptional post sale client service for a portfolio of sale(s): to oversee and to provide ownership for all post sale activities from the auction through to payment and shipping or collection on behalf of all internal and external clients.

RESPONSIBILITIES

Assist buyers and sellers through the post-sale process:

• Ensure post-auction process and service level agreements (SLAs) are delivered in a timely and professional manner
• Facilitate and process post sale transactions, including but not limited to invoicing, payments, post auction sales and seller property returns
• Issue timely and accurate client communications
• Work with Shipping Coordinator to organize shipping quotes and deliveries
• Work with Logistics team to manage client shippers
• Ensure financial transactions comply with corporate governance
• Partner with other business areas to respond to client inquiries, resolve client issues and execute client transactions to ensure the highest level of client satisfaction
• Work with the Specialist departments to action and follow up on shipping and collection recommendations for unsold property

General:

• Facilitate temporary releases of purchases for 3rd party services
• Manage property releases for non-sale inventory
• Participate in project work as requested by Head of Department

IDEAL EXPERIENCE & COMPETENCIES

• Excellent client service skills, with demonstrated capability in active listening, empathy, service recovery and patience
• Calm demeanor, especially under pressure
• Good numeracy skills.  Experience with basic bookkeeping is an advantage
• Well presented with a friendly, enthusiastic and welcoming disposition
• Exceptional oral and written communication skills
• Logical and practical thinking, with excellent resourcefulness and problem-solving skills
• Strong organizational skills and follow through
• Highest standard of confidentiality, discretion and work ethic
• Ability to work both independently and on a team
• Multi-lingual skills a plus
• Prior experience with SAP is desirable
• This is a 12 month temporary position 

The hourly rate for this position is $24.00/hr plus overtime.