ABOUT SOTHEBY'S

Established in 1744, Sotheby’s is the world’s premier destination for art and luxury. Synonymous with innovation, Sotheby’s promotes access, connoisseurship and preservation of fine art and rare objects through auctions, private sales and retail locations. Our trusted global marketplace is supported by a network of specialists spanning 40 countries and 50 categories, which include Contemporary Art, Modern and Impressionist Art, Old Masters, Chinese Works of Art, Jewelry, Watches, Wine and Spirits, and Interiors, among many others.

The Role:

Sotheby’s is looking for an experienced Client Experience Coordinator based in Hong Kong to own the operational execution of sales for Asia in accordance with company policies and best practices while delivering high-quality client experience. 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 and closing the sales. The successful candidate will support sales across a division (either Auctions for Luxury or Global Fine Art, or Private Sales/Salon sales). The responsibilities include but are not limited to the following:

Responsibilities:

General Operations:

• Collaborate with wider business to execute client transactions to ensure the highest level of client experience in compliant with company policies and key processes

• Liaise with clients and manage property throughout the sale cycle

• Work closely with Legal department and Business Manager/Director on sale agreements with complex, highly managed terms, extended payment terms, guarantees and irrevocable bids, ensuring all due diligence requirements are met 

• Review compliance reports (AML, ALR) and complete High-Value Lot reports (HVL) as necessary

• Provide general administrative support for facilitating a sale 

Sale Processing Support:

• Ensure SLAs and all post-sale actions/communications including invoices and statements are met in a timely and professional manner

• Escalate any risks or issues impacting client experience within a timely manner and recommended remedial actions

• Issue timely and accurate client communications on payment status

• Partner with other business areas to respond to client inquiries, resolve client issues and execute client transactions 

Invoicing and Payment:

• Support the processing and allocation of payments in partnership with the Finance team and perform daily reconciliation tasks 

• Manage expectations and compliance around third party payments 

• Regularly report on late payments in order to manage seller’s expectations

• Liaise with Finance and Business management on non- standard payment and complex invoicing

Shipping/Transfer of Property: 

• Ensure property is shipped/transferred in compliance with all applicable laws and regulations

• Coordinate the movement of property internally and externally for third-party services (such as restorers, external experts, authentication committees, photographers)Maintain and scan all required documentation associated with shipments/transfers property in accordance with department procedures

• Prepare and solicit required legal documentation (tax declarations, etc) and submit to the appropriate regulatory bodies, ensuring the accuracy of the information and its timely submission

• Demonstrate general knowledge of shipping and associated logistics requirements for all outbound property; both domestic and international.

• Support the solicitation of shipping quote requests in a timely manner in line with established service levels

Key Skills and Experience:

• Degree holder in relevant field preferred

• At least 3+ years’ related work experience in operations

• Exceptional client service skills including strong verbal and written communication skills

• Operationally minded with an appetite for technology 

• Able to work flexibly and on evenings as and when required 

• Knowledge in logistics, including current domestic and international packing methods, transportation methods and regulatory compliance 

• Competencies in legal, finance and/or project management is preferable 

• 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, particularly Word, Excel, Outlook

• Prior experience with SAP is preferable 

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