Private Sale Coordinator

ABOUT SOTHEBY'S

Established in 1744, Sotheby’s promotes access and ownership of exceptional art and luxury objects through auctions, private sales and retail. Our deep expertise across 70 selling categories is supported by a leading technology platform and a global network of specialists spanning 40 countries. Selling categories 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 through RM Sotheby’s and Concierge. Sotheby’s Financial Services is a leading art lender and provides capital solutions for collectors around the world, having originated more than $12 billion in loans since its inception. Sotheby’s new global headquarters is now open at the iconic Breuer building at 945 Madison Avenue in New York City.

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