Private Sale Coordinator
ABOUT SOTHEBY'S
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 Private 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 across the sale cycle. The successful candidate will support sales across 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
- Escalate any risks or issues impacting client experience within a timely manner and recommended remedial actions
- Manage consignment agreements and terms of sale including requesting legal contracts, generating 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 regarding extended payment terms, ensuring all due diligence requirements are met
- Work with Specialists, Compliance and Shipping to track outstanding compliance issues and ensure resolution according to sale deadlines
- Arrange authentication, third‑party expert reviews, and photography as required
- Coordinate the movement of property with shipping coordinators, cataloguers and external vendors for third‑party services
- Review pre‑sale compliance doc (AML, ALR) and complete High‑Value Lot (HVL) forms as necessary
- Prepare lot cards for exhibition
- Coordinate post‑auction transactions including account adjustments and cancelled sales
- Facilitate recommendations for unsold property and arrange return-to-consignor shipment and/or collection
- Follow pending payments with AR/AP and manage consignor expectations related to late payment
- Coordinate and facilitate the compliant processing of private sales, including contract preparation and logistics
- Monitor and process House Property and support inventory management initiatives
- Ensure all post‑sale actions and SLAs are completed, including issuing invoices, statements and client communications
- Manage expectations and compliance around third‑party payments and support reconciliation with Payments team
- Coordinate inbound and outbound shipping with Shipping and Client Experience
IDEAL EXPERIENCE & COMPETENCIES
- Degree in business administration or equivalent field preferred
- 1–3 years’ experience in business administration, operations and/or client service
- Exceptional client service skills with strong verbal and written communication abilities
- Competencies in legal, finance and/or project management
- Ability to multi‑task, prioritize, and meet challenging deadlines
- Ability to think creatively and resolve issues quickly and effectively
- Highly organized and detail‑oriented
- Self‑motivated, enthusiastic, and able to work independently and as part of a team
- Proficiency with MS Word, Outlook, Excel and general familiarity with database management
- Fluency in English, Cantonese, and Mandarin essential; must be able to read and write Traditional Chinese
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The Company is an equal opportunity employer and considers all applicants for employment without regard to race (including, without limitation, traits historically associated with race, such as natural hair, hair texture, and protective and treated or untreated hairstyles), color, creed, religion, sex, sexual orientation, marital or civil partnership/union status, national origin, age, disability, pregnancy, genetic predisposition, genetic information, reproductive health decision, sexual orientation, gender identity or expression, alienage or citizenship status, domestic violence victim status, military or veteran status, or any other characteristic protected by federal, state/province or local law. The Company complies with applicable state and local laws prohibiting discrimination in employment in every jurisdiction in which it operates.