Seller Operations Coordinator, Private Sales at Sotheby's

Hong Kong, Hong Kong Island, Hong Kong S.A.R. -

Full Time

Start Date

Immediate

Expiry Date

15 Sep, 26

Salary

0.0

Posted On

17 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Client Service, Business Administration, Operations Management, Project Management, Legal Documentation, Compliance, Financial Reconciliation, Logistics Coordination, Database Management, Multitasking, English Fluency, Cantonese Fluency, Mandarin Fluency, Traditional Chinese Writing, MS Excel, MS Word

Industry

Artists and Writers

Description

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 Seller Operations Coordinator, Private Sales 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 To view our Candidate Privacy Notice for the US, please click here. To view our Candidate Privacy Notice for the UK, Hong Kong, France and Switzerland, please click here. 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.

Responsibilities

The role involves managing the operational execution of private sales, including coordinating legal documentation, compliance, and logistics. It also requires liaising between clients, specialists, and internal departments to ensure high-quality service and efficient transaction processing.