Administrator

**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.

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Sale Administration Responsibilities for Watches/Handbags/Sneakers/Marketplace*
- Manage sellers and their property through pre and post-sale process for Auction, Private Treaty Sales and marketplace, in accordance with sale administration calendars;
- Facilitate compliant inbound shipments to meet catalogue deadlines,
- Manage consignments;
- Liaise between clients and support departments on complex consignments;
- Manage contracts and terms of sale;
- Work with legal, compliance, tax, experts and BDs on pre-sale issues (including changes to Sale Agreement, client complaints, IC, TA, VAT);
- Conduct own pre-sale review and escalate concerns as appropriate;
- Ensure financial transactions comply with corporate governance;
- Work with Experts, Compliance and Shipping to ensure each lot is compliant; track all outstanding compliance issues and ensure they are resolved according to catalogue and sale deadlines;
- Ensure catalogue data is accurate and recorded in a timely way;
- Work with other business areas to respond to client enquiries, resolve client issues and execute client transactions to ensure the highest level of client satisfaction;
- Co-ordinate extended payment terms being offered in conjunction with Post Sale Manager and Business Director;
- Co-ordinate post auction transactions including post auction sales, account adjustments and cancelled sales;
- Obtain and action recommendations for unsold property and facilitate handover for shipment and/or collection clearly to the Post Sale Manager;
- Liaise closely with Shipping and the local Sotheby's offices to follow up on consignments, administration and transport (both for sale and return shipments);
- Administrative duties and overseeing freeport activity for marketplace in Switzerland. Also be part of the project team and suggest process updates in relation to marketplace;
- Follow up on the settlement process with post-sale services and the Payments team.
**Procurement & client rebillable charges**
- Complete Purchase Order forms and obtain authorisation prior to ordering goods;
- Act as the Central Purchasing Coordinator (CPC) for the Watches department and manage the
procurement process;
- Ensure rebillable are charged correctly and respond to Finance queries regarding department
parked aged documents.
**Manage Departmental Inventory**
- Process non-saleable property in a timely way;
- Co-ordinate bi-annual reviews of department aged inventory and obtain and action
recommendations;
- Complete inventory reconciliations following bi-annual stock checks to ensure accurate
inventory records;
- Monitor and process House Property and Temporary Admission (TA) property on a quarterly
basis.
**General**
- Respond to general client enquiries e.g. correspondence, phone enquiries etc;
- Maintain department filing, provide support ad hoc for other processes in the Watch
department;
- Support the specialist team at sales, exhibitions and with ad hoc client enquiries;
- Provide Sale Administration support for other Expert Departments as requested;
- Participate in project work as requested;
- Provide support for Paris and Milan with their sales if required;
- Regular travels to Paris and Milan (COVID regulations allowing).
**Qualifications**
- Good communication and client service skills;
- Excellent organisational skills including ability to multi-task and prioritise;
- High level of attention to detail;
- Ability to work well under stress;
- Ability to work independently and as part of a team;
- An understanding of or demonstrable interest in the Luxury industry;
- Good working knowledge of Microsoft Office particularly Word, Excel, Outlook;
- Written and spoken fluency in English and French is essential; additional European languages
are advantageous.

**_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 prote