Pre-Sale Coordinator, Sotheby's, Milano

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Posizione lavorativa

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. 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 (only for Luxury where we have these coordinators internally and externally for third-party services (such as restorers, external experts, authentication committees, photographers);
- 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.

Profilo ricercato

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.

Qualifications and competencies:
- Degree in business administration or equivalent field preferred;
- 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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