Client Services Coordinator

THE ROLE:

The Bids & Client Services Department is the first and most highly visible contributor to the client experience at Sotheby's worldwide headquarters. As a member of the Bids & Client Services Department, it is the responsibility of the Client Services Coordinator to provide key operational support to the in-person client experience and the auction process across Sotheby’s client facing spaces in New York. The candidate will be responsible for maintaining accurate reference materials for front of house staff, overseeing the management of the Evening Sales Ticket Office, supporting training initiatives for new Bids & Client Services hires, and delivering exceptional client service in accordance with Company standards. The candidate must be process driven, a creative problem solver, a team player, and must excel under pressure with a calm demeanor.

KEY RESPONSIBILITIES:

• Serve as a Brand Ambassador for the Company, portraying a warm, hospitable feeling for both current and prospective clients
• Implement training & onboarding initiatives for new Client Services hires as directed by the Bids & Client Services Managers
• Coordinate the creation and management of Client Services daily reference materials.
• Support a premier client experience for visitors to Sotheby’s by ensuring front of house desk set-up, marketing collateral, and signage across Sotheby’s New York front of house spaces meet standards and suggest opportunities for improvement.
• Liaise closely with Logistics, Security, Facilities, Special Events, Marketing, IT, and other internal stakeholders to ensure smooth running of front of house operations.
• Assist clients with general inquiries through the possession of thorough and current knowledge of the Company’s international sale and exhibition calendars, special events, departments, personnel and their building locations; names and titles of Sotheby’s senior management and executive officers.
• Support live auction related activities including: VIP viewing room coordination; in-person paddle registration; distribution of catalogues; salesroom checks
• Manage the operation of the Evening Sales Ticket Office during marquee sale seasons
  • Liaise with Client Strategy & Head of Receivables to review ticket & paddle approvals
  • Set up Ticket Office and ensure IT, Facilities, and Marketing needs are met
  • Train temporary Ticket Office staff members
  • Oversee day to day operations of ticket office inbox; process ticket & paddle requests
  • Handle all Ticket & Paddle escalations for Evening Sales
  • Send all ticket confirmations
  • Manage ticket & paddle pick up process for all Evening Sales
• Uphold and abide by Sotheby’s KYC & AML procedure; ensure all required legal and compliance documentation pertaining to client account creation and auction registration is gathered, reviewed, and stored appropriately.
• Proactively address client concerns and issues as appropriate and take ownership of solving the client’s issue.
• Support the Bids team as needed by processing and executing bid registrations, operating the Sotheby’s online bidding platform, and providing back-office support
• Actively participate in global initiatives to improve the Client Experience as directed by manager
• Participate in ad hoc projects as needed
• Must be available to work weekends, evenings, or early mornings as necessary
• Must adhere to required front of house attire during working hours

QUALIFICATIONS:

• 2+ years relevant professional experience
• Previous experience in a hospitality driven industry preferred
• Exceptional interpersonal and communication skills with a pleasant client service oriented attitude
• Previous project management experience preferred
• Process driven, logical thinker; able to multitask and prioritize with poise under pressure
• Self-motivated team player with strong work ethic and superb organizational and time management skills
• Proven experience employing problem solving skills when dealing with internal and external clients
• Strong comfort with Microsoft Office & Google Suite - prior experience with SAP, Salesforce, Freshdesk, Client Databases, or other Sotheby’s systems is preferable
• General knowledge of art history and art market preferred
• Foreign language(s) a plus

The proposed base salary for this position ranges from $45,000-$50,000. In addition to base salary successful candidates are eligible to receive a discretionary bonus, as well as a competitive benefits package. Salary offers are based on a wide range of factors including relevant skills, training, experience, education, and, where applicable, licensure or certifications obtained. Market and organizational factors are also considered.