Presale Client Experience Coordinator, Wine (Wine Jobs: Wine Retail & Sommelier)

  Sotheby's

  Hong Kong, Central and Western

General Wine retail

• Complete Purchase Order forms and obtain authorisation prior to ordering goods
• Day to day administration and purchasing procedures of retail business
• Assist in maintaining and organising Sotheby's wine store and office cellar
• Provide inventory recommendations to Retail Manager

Auctions

• Collaborate with wider business to address client enquiries, resolve client issues and execute client transactions to ensure the highest level of client satisfaction
• Ensure all required legal and compliance documentation are on file including photo ID, proof of address, payment instructions
• Liaise with clients and manage property throughout the sale cycle
• Communicate with clients, shipping coordinators and overseas and regional offices to facilitate inbound shipments, obtain export licenses and arrange customs clearance in accordance with sale deadlines
• Manage consignment agreements and terms of sale including requesting legal contracts, generating SAP contracts, tracking receipt of all contracts, IC disclosures and IC recipient contracts
• Work closely with Legal department and Business Manager/Director on sale agreements with complex, highly managed terms
• Collaborate with Business Manager/Director with regards to extended payment terms, guarantees and irrevocable bids, ensuring all due diligence requirements are met
• Work with Specialists, Compliance and Shipping to track all outstanding compliance issues and ensure they are resolved according to catalogue and sale deadlines
• With cataloguers arrange for property to be authenticated
• Coordinate the movement of property with shipping coordinators and with cataloguers and sale coordinators internally and externally for third-party services
• Set reserves in systems
• Review pre-sale compliance reports (AML, ALR) and complete High-Value Lot (HVL) forms as necessary
• Prepare lot cards for exhibition
• Coordinate post-auction transactions including post-auction sales, account adjustments and cancelled sales
• Obtain and action recommendations for unsold property and facilitate return to consignor shipment and/or collection
• Process missed reserves
• Follow pending payments with post sale
• Liaise with Post-Sale to manage consignor expectations as it relates to late payment
• Coordinate and facilitate the compliant processing of private sales, including contract preparation and logistics
• Monitor and process House Property quarterly
• Support Inactive Inventory Initiative and work closely with Specialist department and Operations to meet inventory targets

Qualifications:

• Degree in business administration or equivalent field preferred
• 1-2 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
• 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
• Proficiency with MS Word, Outlook and Excel, and general familiarity with database management.  
• Fluency in English, Cantonese, and Mandarin essential. Must be able to read and write Traditional Chinese.

How To Apply