Pre-Sale Manager

THE ROLE

The Pre-Sale Manager role leads a group of Pre-Sale Coordinators within the Auction and Private Sales business at Sotheby’s. They are responsible for core management, people and transformation priorities as well as maintaining oversight of the pre-sale administration responsibilities for their team. As part of the Head of Client Experience management team, the Pre-Sale Manager will collaborate with their counterparts across Service Operations to ensure the day-to-day delivery of the operation to a high standard of quality as well as supporting in the delivery of the annual transformation agenda.

RESPONSIBLITIES

• Line-manage a group of Senior Coordinators and Coordinators and provide day-to-day support and guidance through the pre- and post-sale process for Auction and Private Sales
• Support recruitment of Pre-Sale Coordinators for roles as required
• Partner with Head of Client Experience as appropriate to set goals and perform annual performance reviews
• Oversight of the training programme for new Pre-Sale Coordinators
• Manage risk and escalation appropriately
• Ensure adequate Pre-Sale Coordinators coverage in specialist departments (holidays, sick leave)
• Work with key department stakeholders to ensure that outputs are delivered to the highest quality possible.
• Partner with Head of Client Experience and take personal accountability for the direction of transformation within the Pre-Sale team and the wider Service Operations team and global counterparts
• Work with Head of Client Experience and other key stakeholders to ensure that policies and procedures are being adhered to throughout the business
• Collaborate as a team across Pre-Sale and categories to manage workloads
• Oversee supporting new / junior Coordinators with entering complex consignment terms correctly into SAP (graduated VC, Share, Guarantees, IBs) and ensure non-standard terms are managed correctly
• Assist Coordinators with complex client issues e.g. cancelled sales
• Ensure financial transactions amongst team comply with corporate governance
• Assist Coordinators with managing movement of property via New York/London/Paris/etc for other sale locations (export for sale and return shipments)
• Oversee coordination of post-auction transactions including post-auction sales and account adjustments
• Partner closely with Post-Sale Experience Managers to ensure appropriate handoff and completion of the client journey
• Review and approve pre-sale checklists, compliance checklists, IBs/Guarantees, NFTs non-standard terms for high & medium complexity sales
• Ensure Coordinators are completing purchase orders and obtaining authorisation prior to ordering goods
• Ensure re-billables are charged correctly and respond to Finance queries regarding aged purchase orders
• Provide guidance on inventory issues
• Support Inactive Inventory Initiative and work with Head of Department/Ops to meet inventory targets and review
• Ensure complex issues are resolved promptly and any escalations are communicated to the Head of Client Experience
• Work and communicate effectively with local and international colleagues
• Support execution of change management for key initiatives from within and outside of Service Operations
• Work on company initiatives and projects as directed. 

IDEAL EXPERIENCE & COMPETENCIES

• Degree holder in business administration or equivalent field preferred
• At least 4-5+ years’ experience
• Experience in managing/leading a team is highly preferred
• Ability to deliver the tasks of a Pre-Sale Coordinator
• Enthusiastic and proactive with a flexible, forward-thinking approach
• Excellent communication and client service skills
• High level of attention to detail, time management and organizational skills
• Solution-oriented with a pragmatic approach to problem solving and excellent resourcefulness
• Ability to communicate at all levels, to present information and influence behaviours/culture
• Working knowledge of Sotheby’s systems, procedures and sale administration is an advantage but not a pre-requisite
• Able to maintain the highest standards of confidentiality and discretion
• Prior experience with SAP is an advantage
• Strong knowledge of Microsoft Office particularly Word, Excel, Outlook.
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