Sale Coordinator, Modern & Contemporary Art, London

·        With cataloguers, arrange for property to be authenticated; where necessary, in line with various committee deadlines; Ensure costs are tracked via Purchase Orders on the sale runner and consignment tab; Ensure these movements align with the overall Production schedule of objects for sale.

·        Coordinate the movement of property with shipping coordinators and other sale department staff for third-party services (such as restorers, external experts, authentication committees, photographers); Ensure costs are tracked via Purchase Orders on the sale runner and consignment tab; Ensure these movements align with the overall Production schedule of objects for sale.

·        Work closely with and support the Administrators, Seller’s Services.

·        Book shipments as instructed by the Shipping Team and ensure property is arriving in a timely manner.

·        Partner with Marketing to ensure the delivery of all consignment related marketing promises, including for media campaigns, events, tours, etc.

·        Manage the Tours schedule; Coordinate with colleagues in Operations locally and Internationally on space; Coordinate with Shipping to organize movement of property between sites; coordinate with Business Managers for approvals and budget.

·        Project Manage the Publishing workflow from cataloguing through to website publish; including:

o   Working in partnership with the Digital Production team to ensure a streamlined website publishing process

o   Lotting up the sale and working with Digital Production teams when re-lotting, no-lotting needs to occur

o   Ensuring all lots are displaying the correct lot symbols

·        Project manage the Image Photography and Editing workflow on behalf of the sale department. This includes:

o   Ensuring the warehouse is aware of object arrival and is ready to photography upon arrival

o   Ensuring photographers are clear on Magic vs Logic lots and have photo direction for Magic lots (And Logic lots when necessary)

o   Ensuring Videographers are clear which lots will be video’d

o   Tracking the sale dashboard and ensuring images are reviewed and approved by the sale team for publishing

·        Manage departmental inventory alongside the Commercial office & Operations; tracking inventory, escalating to Heads of Sale & specialists to ensure disputes related to inventory are resolved and items that may be reoffered are placed in the next appropriate sale.

·        Coordinate damage and insurance claims on behalf of the sales team, including restorers, finance and operations, to track objects through the process. For insurance liaise with Logistics Manager.

·        Act as primary point of contact for Operations teams to manage the gallery install prior to sale, including but not limited to:

o   Coordinating & Installing Lot Cards

o   Managing all consignment related promises related to sale view

o   Act as a general point of contact for all other colleagues, as it relates to managing various elements around the sale view (Install Photography, Press views, Interviews, etc)

·         Tracking condition report readiness and ensuring these are complete prior to sale publish; Getting condition reports published Online; Sending condition reports to clients & colleagues, upon request; tracking condition report requests. 

·         Manage the return of RTOs

·        Provide companywide support through participation in telephone bidding, bid clerking, conversion board, and other activities for auctions.

·        Support the Head of Valuations & Senior Valuations Assistant to maintain and track a comprehensive pipeline of active Valuation projects, ensuring accurate records and timely completion.

·        Prepare Valuation contracts and supporting documentation, ensuring compliance with USPAP standards and collaborating with Legal on complex and bespoke cases.

·        Perform other ad-hoc duties as requested.