Full-Time

Private Sale Coordinator

Posted on 9/18/2025

Sotheby’s

Sotheby’s

1,001-5,000 employees

Global auction house handling fine art

No salary listed

London, UK

In Person

Role is based in London; occasional travel to Paris, Monaco and Milan.

Category
Operations & Logistics (2)
,
Responsibilities
  • Work as part of a Private Sale “pod” comprised of Private Sale Coordinators and a Pre Sale Manager to ensure all actions and SLAs are met in a timely and professional manner
  • Manage sellers contracts, buyers contracts and buyers invoicing for private sale transactions
  • Ensure all required legal and compliance documentation are on file including photo ID, proof of address, payment instruction, French “taxe forfaitaire” and W8/9 forms and AML, as well as object related compliance checks such as Art Loss Register, HVL and restitution when applicable
  • Liaise with clients, RMs and business getters and manage property throughout the sale cycle
  • Communicate with clients, shipping coordinators and overseas and regional offices to facilitate shipping and associated logistics requirements, obtain export licenses and facilitate customs clearance in accordance with deadlines
  • Work closely with Legal department and Business Manager/Director on sale agreements with complex, highly managed terms
  • Work with Specialists, Compliance and Shipping to track all outstanding compliance issues and ensure they are resolved
  • Arrange for all property to be photographed on arrival
  • With cataloguers arrange for property to be authenticated, where necessary, in line with various committee deadlines
  • Manage Artists resale right declaration and coordinate payment of invoices
  • Coordinate the movement of property with shipping coordinators and with cataloguers and sales directors in the context of private sales exhibitions and pop-ups. Obtain approvals of Operations leads and Risks leads before each operation.
  • Ensure coordination with third-party services (such as restorers, framers, external experts, authentication committees, photographers)
  • If needed man private sales exhibitions and process transactions
  • Maintain price lists, and available works on Sotheby’s website and Viking/Admin listing updated at all time
  • Monitor and process any House Property and Temporary Admission (TA) property
  • Process third party collection authorizations, VAT refunds and resale certificates
  • Ensure financial transactions (eg waiving charges – storage, interest) comply with corporate governance
  • Work with the Specialist departments to action and follow up on shipping and collection recommendations for unsold property
  • Escalate any risks or issues impacting client experience within a timely manner and recommended remedial actions
  • Collaborate with wider business to address client enquiries, resolve client issues and execute client transactions to ensure the highest level of client satisfaction
  • Liaise with internal and external contacts to transfer Temporary Admission
  • Arrange the shipping and associated logistics requirements for all outbound property; both domestic and international
  • Monitor and execute quote requests in a timely manner in line with established service levels
  • Obtain quotes from shippers and other related service providers for shipments and select the most suitable option for our internal and external clients;
  • Assess and verify the requirements of a proposed shipment, including method of transport, packing, etc.; and enter or validate this information in Sotheby’s systems
  • For all accepted quotes and approved transfers of outbound property, contact vendors and issue instructions for packing, local transportation, shipping and security
  • Respond to and resolve shipping and logistics enquiries/issues, including issues related to licensing and hand carries
  • Monitor the progress of international and domestic outbound shipments of property, conferring with vendors to troubleshoot and rectify problems in a proactive and timely manner whilst ensuring that the relevant parties are kept informed accordingly
  • Responsible for all export license applications for applicable property
  • Ensure timely collection of invoices and payment to appropriate shipping and external services vendors.
Desired Qualifications
  • Bilingual English and French, Italian language a plus
  • Degree in business administration or equivalent field preferred
  • At least 3+ years’ experience in business administration and/or client service
  • Exceptional client service skills including strong verbal and written communication skills
  • Competencies in legal, finance and/or project management
  • Operationally minded with an appetite for technology
  • 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 – prior experience with SAP or other Sotheby’s systems is preferable

1) What it does: Sotheby’s runs high-end auctions and private sales of fine art, luxury items, and collectibles for global collectors and investors. 2) How its products work: It holds live and online auctions where items are sold to the highest bidder, and also facilitates private sales directly between sellers and buyers. Revenue comes from commissions on final sale prices and service fees such as appraisals; it also provides online estimates to help sellers gauge value. 3) How it’s different: It combines a global auction network with discreet private sales, strong appraisal expertise, and curated collections, allowing access to both broad, open bidding and private, personalized transactions. 4) Goal: To connect sellers with buyers in the high-end market, maximizing value for items and delivering trusted, expert valuation and sales services for rare and valuable possessions.

Company Size

1,001-5,000

Company Stage

IPO

Headquarters

New York City, New York

Founded

1744

Simplify Jobs

Simplify's Take

What believers are saying

  • James Marks brings Phillips watch-network expertise to scale private sales.
  • The KKR credit facility adds flexibility for inventory and client financing.
  • Ultra-rare jewels and De Beers collaborations sustain premium category momentum.

What critics are saying

  • A $10.2 million commission lawsuit signals tightening liquidity and settlement pressure.
  • More than $1 billion in client payables elevates refinancing and trust risk.
  • Asset sales and heavy borrowing leave little cushion if art demand weakens.

What makes Sotheby’s unique

  • Founded in 1744, Sotheby’s is the oldest major global auction house.
  • Its mix of auctions, private sales, and financing deepens client monetization.
  • The Breuer Building relocation strengthens Sotheby’s museum-grade cultural positioning.

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Benefits

Health Insurance

Dental Insurance

Vision Insurance

Life Insurance

Disability Insurance

Paid Vacation

Paid Sick Leave

Paid Holidays

401(k) Company Match

Professional Development Budget

Growth & Insights and Company News

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6 month growth

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Kovels Antique Trader
May 14th, 2026
In Residence: The Hispanic Society Sorollas.

In Residence: The Hispanic Society Sorollas. The Hispanic Society Museum & Library joins Sotheby's for a first-of-its-kind In Residence showcase featuring three Joaquín Sorolla masterworks in New York. Updated May 14, 2026 7:43 AM PDT New York, NY - May 2026 - The Hispanic Society Museum & Library (HSM&L) and Sotheby's are pleased to announce In Residence: The Hispanic Society Sorollas, on view at Sotheby's headquarters in New York's historic Breuer building from May 18 - June 1, 2026. This exhibition marks the first collaboration between the two institutions and inaugurates Sotheby's newly established In Residence series, an initiative designed to provide leading museums, from the U.S. and beyond, with a centrally located, prestigious platform for the exhibition of masterworks from their collections, thereby increasing visibility for the museums and providing greater public access to major works of art. This initiative coincides with Sotheby's recent move to the Breuer building on Madison Avenue, formerly home of the Whitney Museum of American Art. At the center of the presentation are three exceptional paintings by Joaquín Sorolla y Bastida (1863 - 1923), drawn from the Hispanic Society's renowned holdings, the largest collection of the artist's work outside of Spain. The exhibition includes Sea Idyll (1909), a luminous and immersive beach scene; Louis Comfort Tiffany (1911), a rare portrait of the American designer set within his Long Island garden; and Señora de Sorolla in a Spanish Mantilla (1902), an intimate portrayal of the artist's wife. Together, these works reflect Sorolla's extraordinary ability to move fluidly between landscape and portraiture, capturing light, movement, and modern life with unmatched vitality. "This collaboration with Sotheby's represents a meaningful opportunity for us to raise awareness about the Hispanic Society Museum & Library's mission, collection, and activity in New York City and beyond," says Guillaume Kientz, Director and CEO of the Hispanic Society Museum & Library. "Presenting Sorolla's works at the Breuer building fits the unique history of this U.S. landmark, from its initial time as the Whitney to recent occupancies by the Metropolitan Museum and the Frick Collection. We are excited and humbled to follow their footsteps in offering together with Sotheby's a new dialogue between a museum collection and this glorious architecture." This presentation coincides with a pivotal moment for the Hispanic Society Museum & Library. In 2026, the institution marks the centenary of the installation of Sorolla's monumental mural cycle, Vision of Spain, a landmark achievement commissioned by founder Archer M. Huntington and installed in 1926. The anniversary will be celebrated through new programming, including a public kiosk exhibition on Audubon Terrace featuring letters, sketches, and preparatory studies related to the murals. The exhibition also aligns with the Hispanic Society's broader international vision, including the launch of The Hispanic Society of America València - Colección Sorolla, a major initiative that will bring over 200 works by Sorolla from the museum's collection to Valencia, the artist's native city, beginning in September 2026. The presentation of Señora de Sorolla in a Spanish Mantilla offers a preview of the Hispanic Society's upcoming exhibition, The Mantilla: Interlacing Identities, which will explore the history of this distinctive garment of Spanish women's fashion, stretching from the 16th century to the present day. The exhibition, which opens at the Hispanic Society in November 2026, will feature Señora de Sorolla in a Spanish Mantilla alongside other paintings, prints, textiles, and decorative arts from the collection. Installed within Sotheby's galleries, In Residence: The Hispanic Society Sorollas creates a compelling dialogue between institutional and commercial contexts, offering a new model for short-term museum loans and expanding public access to significant works of art. The presentation also serves as an invitation for audiences to engage more deeply with the Hispanic Society's collection and its campus in Washington Heights. Christy Coombs, Sotheby's Head of Museum and Corporate Art Group, added: "Building on the institutional legacy of the Breuer Building, In Residence highlights our commitment to presenting extraordinary collections to a public audience. We welcome the opportunity to draw upon our deep museum partnerships to showcase incredible objects from esteemed institutions in this iconic space. When we conceived of this concept, we naturally approached the Hispanic Society as our inaugural presenting partner, given their significant holdings of exquisite art and objects, and we are thrilled to launch with an exhibition of these three incredible Sorollas." Exhibition Details Title: In Residence: The Hispanic Society Sorollas. Location: Sotheby's New York, 945 Madison Avenue Dates: May 18 - June 1, 2026 Admission: Free and open to the public Founded in 1904 by the American scholar, philanthropist, and collector Archer M. Huntington, the Hispanic Society Museum & Library houses one of the world's premier collections of art from Spain, Portugal, Latin America, and the Philippines. Located in a historic Beaux-Arts building on Audubon Terrace in the dynamic Washington Heights neighborhood in Upper Manhattan, the Hispanic Society is home to over half a million objects spanning thousands of years of art history across three continents. Unparalleled in scope and quality, the collection includes works by Baroque and early modern masters like El Greco, Diego Velázquez, Luisa Roldán, and Francisco de Goya; visionary 20th century artists like Joaquín Sorolla, and major figures from Latin America such as Sebastián López de Arteaga, Juan Rodríguez Juárez, Agustin Arrieta, and José Clemente Orozco, along with extensive collections of antiquities, Islamic art, Judaica, ceramics, textiles, and decorative arts. The Hispanic Society's library is one of the most important centers for research on Hispanic art and culture, containing an extraordinary array of rare books and manuscripts, including a 1526 map of the world and a first edition of Don Quixote. The library is open to the public by appointment. The Hispanic Society is committed to giving voice to Spanish- and Portuguese-speaking communities and cultures in New York, throughout the United States, and across the world. As an active member of the Washington Heights community, the Hispanic Society regularly hosts concerts, lectures, and tours, and invites contemporary artists and community members to dialogue with the collection. Through its ambitious special exhibitions, a world-class permanent collection, innovative educational programming, dedicated support of living artists, and advanced research initiatives, the Hispanic Society continues to reimagine the potential for a museum and its ability to lead meaningful change.

Diamond Certification Laboratory of Australia (DCLA)
Apr 13th, 2026
The sale of the Jwaneng 28.88 diamond later this month marks the start of a collaboration between De Beers and Sotheby's.

The sale of the Jwaneng 28.88 diamond later this month marks the start of a collaboration between De Beers and Sotheby's. Together they aim to "present exceptional diamonds as works of art," although no details on the terms or scope of the agreement have been made public. The collaboration centers on joint marketing and storytelling, going beyond a standard consignment, in which the miner selects an auction house. Both companies co-create a branded narrative - "earth to art" - to promote across their channels The flawless D-color unmounted Jwaneng 28.88 - cut from a 114.83-carat rough recovered at Botswana's Jwaneng mine (Debswana, De Beers' 50-50 government venture) -leads the auction at Sotheby's Magnificent Jewels & Jadeite sale in Hong Kong on 23 April. It carries an estimate of HKD 17 million to HKD 22 million (USD 2.2 million to USD 2.8 million). Other De Beers diamonds from Jwaneng will be offered at the same sale, including a solitaire ring and a pair of diamond earrings.

Majorca Daily Bulletin
Apr 13th, 2026
True gem bought in London and now coming home to Mallorca.

True gem bought in London and now coming home to Mallorca. Centuries old Mallorca map bought by island council. The Council of Mallorca has completed the acquisition of Pere Rossell's portolan chart at Sotheby's London, in a transaction that adds this exceptional piece to the island's public heritage. The document, dated 1447, is considered one of the most valuable works of medieval Mallorcan cartography and represents a milestone in the recovery of the island's historical legacy. The map, signed by the Mallorcan cartographer Pere Rossell - known as Petrus Roselli - is the oldest of the author's known works and one of the most notable examples of the cartographic tradition developed in Mallorca between the 13th and 15th centuries. Drawn on vellum and written in Latin and Catalan, it depicts the Mediterranean world with great precision, including hundreds of place names written in Gothic script in black and red ink. During the signing ceremony, the president of the Council of Mallorca, Llorenç Galmés, noted that the purchase "marks a milestone for the island and for the preservation of heritage," further emphasising that it allows for the recovery of "a key piece of our history that reinforces Mallorca's role as a leading figure in medieval cartography." Most viewed. For her part, the Vice President and Minister of Culture and Heritage, Antònia Roca, described the work as "a true gem" that reflects the talent and international influence of medieval Mallorca. Stay connected with the majorca daily bulletin. Be part of its growing community! Follow Majorca Daily Bulletin on social media - Facebook, X, Instagram, TikTok, and YouTube - to keep up with the latest updates and share your views. You can also subscribe to its WhatsApp and Telegram channels to receive daily highlights of the most important news. It's free and easy to stay informed directly from your mobile phone!

Rambam Wellness
Apr 11th, 2026
Cushman sues Sotheby's over $10M commission tied to HQ sale.

Cushman sues Sotheby's over $10M commission tied to HQ sale. posted on Apr. 11, 2026 at 3:16 am Sotheby's stiffed Cushman & Wakefield on a $10 million commission tied to the auction house's blockbuster Upper East Side headquarters sale, the brokerage claims. In a lawsuit filed Thursday in New York State Supreme Court, Cushman accuses Sotheby's of breaching a commission agreement connected to the October 2025 sale of 1334 York Avenue to Weill Cornell Medicine. Cushman claims it spent years brokering a 200,000-square-foot lease at the building on behalf of Weill Cornell that ultimately paved the way for the $510 million sale. At the time of the 2023 lease signing, Cushman says both sides inked a separate agreement entitling the firm to a 2 percent commission on any sale to Weill Cornell during the 30-year lease term. But Sotheby's never informed the brokerage it was weighing a sale a few years later, the complaint alleges, and Cushman first learned of the deal through news reports. The brokerage sent Sotheby's a $10.2 million commission bill in December, but the brokerage refused to pay it, "choosing instead to retain those funds to address its deteriorating financial condition," the suit alleges. "This lawsuit is baseless and completely meritless," said a Sotheby's spokesperson in a statement. "We will defend ourselves vigorously in court and we are confident that when the facts come out, we'll be vindicated." News reports at the time of the sale credited JLL's David Giancola, Geoff Goldstein and Steve Klein with representing Weill Cornell in the sale and CBRE's Doug Middleton and Mary Ann Tighe with advising Sotheby's. The complaint paints a picture of a financially strained Sotheby's seeking to shed debt tied to the property, including a $175 million mortgage. Cushman says the lease it arranged with Weill Cornell was "a financial life-preserver to Sotheby's" that boosted the property's value and ultimately helped Sotheby's command a hefty sale price; the building traded for almost 40 percent more than the auction house paid in 2009. Sotheby's itself acknowledged the financial upside. Following the sale, Sotheby's CEO Charles F. Stewart told staff in an e-mail the move would be "very financially beneficial," noting proceeds would be used to reduce debt and fund investments, according to an article from the trade publication The Art Newspaper cited in the lawsuit. The transaction capped a run of real estate moves by the auction house. In 2023, Sotheby's bought the landmark Breuer Building from the Whitney for about $100 million, a year after it picked up a converted office building in Long Island City for $82 million.

Handel Homes
Apr 11th, 2026
Cushman sues Sotheby's over $10M commission tied to HQ sale.

Cushman sues Sotheby's over $10M commission tied to HQ sale. Sotheby's stiffed Cushman & Wakefield on a $10 million commission tied to the auction house's blockbuster Upper East Side headquarters sale, the brokerage claims. In a lawsuit filed Thursday in New York State Supreme Court, Cushman accuses Sotheby's of breaching a commission agreement connected to the October 2025 sale of 1334 York Avenue to Weill Cornell Medicine. Cushman claims it spent years brokering a 200,000-square-foot lease at the building on behalf of Weill Cornell that ultimately paved the way for the $510 million sale. At the time of the 2023 lease signing, Cushman says both sides inked a separate agreement entitling the firm to a 2 percent commission on any sale to Weill Cornell during the 30-year lease term. But Sotheby's never informed the brokerage it was weighing a sale a few years later, the complaint alleges, and Cushman first learned of the deal through news reports. The brokerage sent Sotheby's a $10.2 million commission bill in December, but the brokerage refused to pay it, "choosing instead to retain those funds to address its deteriorating financial condition," the suit alleges. "This lawsuit is baseless and completely meritless," said a Sotheby's spokesperson in a statement. "We will defend ourselves vigorously in court and we are confident that when the facts come out, we'll be vindicated." News reports at the time of the sale credited JLL's David Giancola, Geoff Goldstein and Steve Klein with representing Weill Cornell in the sale and CBRE's Doug Middleton and Mary Ann Tighe with advising Sotheby's. The complaint paints a picture of a financially strained Sotheby's seeking to shed debt tied to the property, including a $175 million mortgage. Cushman says the lease it arranged with Weill Cornell was "a financial life-preserver to Sotheby's" that boosted the property's value and ultimately helped Sotheby's command a hefty sale price; the building traded for almost 40 percent more than the auction house paid in 2009. Sotheby's itself acknowledged the financial upside. Following the sale, Sotheby's CEO Charles F. Stewart told staff in an e-mail the move would be "very financially beneficial," noting proceeds would be used to reduce debt and fund investments, according to an article from the trade publication The Art Newspaper cited in the lawsuit. The transaction capped a run of real estate moves by the auction house. In 2023, Sotheby's bought the landmark Breuer Building from the Whitney for about $100 million, a year after it picked up a converted office building in Long Island City for $82 million. Weill Cornell buys former Sotheby's HQ for $510M Sotheby's buys Breuer Building for $100M Sotheby's auction house buys LIC's Gantry Point for $82M

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