Pre-Sale Coordinator Milano

Pre-Sale Coordinator
Milano
Lombardia, Milano

THE ROLE 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.

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 or Fine Art or Private sales).

RESPONSIBLITIES Collaborate with wider business to address client enquiries, resolve client issues and execute client transactions to ensure the highest level of client satisfactionEnsure all required legal and compliance documentation are on file including photo ID, proof of address, payment instruction and W8/9 formsLiaise with clients and manage property throughout the sale cycleCommunicate with clients, shipping coordinators and overseas and regional offices to facilitate inbound shipments, obtain export licenses and arrange customs clearance in accordance with sale deadlinesManage consignment agreements and terms of sale including requesting legal contracts, generating CLM contracts, tracking receipt of all contracts, IC disclosures and IC recipient contractsWork closely with Legal department and Business Manager/Director on sale agreements with complex, highly managed termsCollaborate with Business Manager/Director with regards to extended payment terms, guarantees and irrevocable bids, ensuring all due diligence requirements are metWork with Specialists, Compliance and Shipping to track all outstanding compliance issues and ensure they are resolved according to catalogue and sale deadlinesWith cataloguers arrange for property to be authenticated, where necessary, in line with various committee deadlinesCoordinate 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 partiesReview pre-sale compliance reports (AML, ALR) and complete High-Value Lot (HVL) forms as necessaryPrepare lot cards for exhibitionCoordinate post-auction transactions including post-auction sales, account adjustments and cancelled salesObtain and action recommendations for unsold property and facilitate return to consignor shipment and/or collectionProcess missed reservesFollow pending payments with post saleLiaise with Post-Sale to manage consignor expectations as it relates to late paymentCoordinate and facilitate the compliant processing of private sales, including contract preparation and logisticsMonitor and process House Property and Temporary Admission (TA) property quarterlySupport Inactive Inventory Initiative and work closely with Specialist department and Operations to meet inventory targetsWhile 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. IDEAL EXPERIENCE & COMPETENCIES Degree in business administration or equivalent field preferredAt least 3+ years' experience in business administration and/or client serviceExceptional client service skills including strong verbal and written communication skillsCompetencies in legal, finance and/or project managementOperationally minded with an appetite for technologyAbility to multi-task, prioritize and manage challenging deadlinesCreative problem solver with ability to act quickly and effectively under pressureHighly organized and detail orientedSelf-motivated, enthusiastic, and able to work both independently and as part of a teamStrong knowledge of Microsoft Office – prior experience with SAP or other Sotheby's systems is preferable

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