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
The Pre-Sale Manager role leads a group of Pre-Sale Coordinators within the Auction and Private Sales business at Sotheby’s. They are responsible for core management, people and transformation priorities as well as maintaining oversight of the pre-sale administration responsibilities for their team. As part of the Head of Client Experience management team, the Pre-Sale Manager will collaborate with their counterparts across Service Operations to ensure the day-to-day delivery of the operation to a high standard of quality as well as supporting in the delivery of the annual transformation agenda.
RESPONSIBLITIES
- Line-manage a group of Senior Coordinators and Coordinators and provide day-to-day support and guidance through the pre- and post-sale process for Auction and Private Sales
- Support recruitment of Pre-Sale Coordinators for roles as required
- Partner with Head of Client Experience as appropriate to set goals and perform annual performance reviews
- Oversight of the training programme for new Pre-Sale Coordinators
- Manage risk and escalation appropriately
- Ensure adequate Pre-Sale Coordinators coverage in specialist departments (holidays, sick leave)
- Work with key department stakeholders to ensure that outputs are delivered to the highest quality possible.
- Partner with Head of Client Experience and take personal accountability for the direction of transformation within the Pre-Sale team and the wider Service Operations team and global counterparts
- Work with Head of Client Experience and other key stakeholders to ensure that policies and procedures are being adhered to throughout the business
- Collaborate as a team across Pre-Sale and categories to manage workloads
- Oversee supporting new / junior Coordinators with entering complex consignment terms correctly into SAP (graduated VC, Share, Guarantees, IBs) and ensure non-standard terms are managed correctly
- Assist Coordinators with complex client issues e.g. cancelled sales
- Ensure financial transactions amongst team comply with corporate governance
- Assist Coordinators with managing movement of property via New York/London/Paris/etc for other sale locations (export for sale and return shipments)
- Oversee coordination of post-auction transactions including post-auction sales and account adjustments
- Partner closely with Post-Sale Experience Managers to ensure appropriate handoff and completion of the client journey
- Review and approve pre-sale checklists, compliance checklists, IBs/Guarantees, NFTs non-standard terms for high & medium complexity sales
- Ensure Coordinators are completing purchase orders and obtaining authorisation prior to ordering goods
- Ensure re-billables are charged correctly and respond to Finance queries regarding aged purchase orders
- Provide guidance on inventory issues
- Support Inactive Inventory Initiative and work with Head of Department/Ops to meet inventory targets and review
- Ensure complex issues are resolved promptly and any escalations are communicated to the Head of Client Experience
- Work and communicate effectively with local and international colleagues
- Support execution of change management for key initiatives from within and outside of Service Operations
- Work on company initiatives and projects as directed.
IDEAL EXPERIENCE & COMPETENCIES
- Degree holder in business administration or equivalent field preferred
- At least 4-5+ years’ experience
- Experience in managing/leading a team is highly preferred
- Ability to deliver the tasks of a Pre-Sale Coordinator
- Enthusiastic and proactive with a flexible, forward-thinking approach
- Excellent communication and client service skills
- High level of attention to detail, time management and organizational skills
- Solution-oriented with a pragmatic approach to problem solving and excellent resourcefulness
- Ability to communicate at all levels, to present information and influence behaviours/culture
- Working knowledge of Sotheby’s systems, procedures and sale administration is an advantage but not a pre-requisite
- Able to maintain the highest standards of confidentiality and discretion
- Prior experience with SAP is an advantage
- Strong knowledge of Microsoft Office particularly Word, Excel, Outlook.
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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.
