The Role
The primary function of this role is to act as the project manager for the execution of sales by monitoring and tracking all activities and elements related to incoming property. The Sale Coordinator manages the catalogue production process, all sale related deadlines and manages client paperwork and charges and ensure they are accurately reflected in Christie’s systems. The sale coordinator also acts as client liaison when appropriate to gather or dispatch consignment and property related information.
Specific duties & responsibilities will include but are not limited to
- Liaise with clients as needed for all consignment related information, details and issues.
- Manage seller agreement and stock order creation and dispatch including gathering all compliance documents from clients.
- Manage and track status of consignment paperwork to ensure compliance requirements are met and required records are maintained.
- Manage shipping requests, including client approvals, export licenses and scheduling.
- Proactively track receipt of property and follow-up on open issues and missing items.
- Manage Expertise, Framing and Restoration needs for sale including quote requests, client communications, status of service requested and related client charges.
- Manage Property Movement: Request and track site transfers, local transfers, temp releases, transfer to third party and hand carries, and provide appropriate information to central support group as required.
- Manage and track client charges including all requests for creation through central support group and regular review of system data to ensure accurate reporting.
- Manage and track item details to ensure sale and catalogue deadlines are met and all compliance met, sit in on hilling sessions to monitor activity and required actions.
- Prepare information for handoff to Post-sale service team.
- Attend Sale Update Meetings with Specialists and Cataloguers.
- Manage catalogue production process including cataloguing, photography, essay writing, lotting up and copyright status and monitor and enforce all relevant deadlines. Act as main point of contact and liaison with photography studio, production teams and Specialists.
- Track and ensure execution of seller marketing promises.
- Act as liaison to Operations for sale view and set up and prepare relevant assets, as required.
- Manage reserve amendments and ensure relevant pre-sale documentation are sent to clients.
- Manage sale activities including client views, condition report dispatch, bids and sale ticketing requests.
- Manage and oversee sale interest.
- Telephone bidding.
- Convey approved post-sale item action to Post Sale Service team for execution.
- Monitor the inventory of departmental supplies.
- Participate in ad-hoc duties as requested.
The Candidate
- Exceptional client service skills including strong verbal and written communication skills.
- Strong project management skills including ability to multi-task, prioritize and manage multiple processes.
- Strong attention to detail and follow up skills.
- Excellent communication and interpersonal skills, including superior written and spoken communication.
- Ability to work collaboratively across multiple groups and sites.
- Ability to remain calm in stressful situations.
- Ability to creatively solve problem.
- Ability to work independently and as part of a team.
- Strong knowledge of JDE, COS Media library.
- Strong knowledge of Word, Excel, PowerPoint and Outlook.